JW Marriott Sales and Events Coordinator

AHC Hospitality•Grand Rapids, MI

18h•Onsite

About The Position

This administrative role within AHC Hospitality focuses on managing inquiry distribution, system maintenance in CI/TY and Delphi, and generating event documentation like contracts and Banquet Event Orders (BEOs). The position also provides sales and event team support, through reporting, in-house meeting coordination, and coverage for Sales and Event Managers.

Requirements

Administrative experience required.
Customer service experience required.
Detail oriented and have the ability to multi-task.
Have knowledge of the hotel layout, products, services, amenities, and history.
Possess strong written and verbal communication skills.
Proficient in Microsoft Office, Excel, Outlook.
Show professional, reliable, and organizational skills
Comfortable and confident speaking with clients on the phone
Must have the ability to work Monday through Friday, 8:30am – 5:00pm and willingness to work outside these hours when necessary

Nice To Haves

Experience with Microsoft Teams, Delphi and Marriott Systems are a plus.
Prior hotel, events, or sales experience is preferred.
Bachelor's degree in Hospitality Management or similar filed is preferred.

Responsibilities

Act as point person to receive and distribute inquiry calls from AYS to AHC Lead Catcher or appropriate Event Manager
Answer general “info” email account and distribute to appropriate department
Be proficient in Marriott’s Consolidated Inventory/Total Yield (CI/TY) system
Daily maintenance of CI/TY bookings for AHC Sales and Event Managers
Manage quotes and opportunities in CI/TY such as blocking space, date changes, etc.
Proper turnover of definite agreements and assigning to appropriate team member, ensuring all documentation is provided and correct
Generate AHC contracts and proposals for Sales and Event Managers
Provide room block history and documentation to Experience Grand Rapids as needed
Be fluent in Delphi.fdc to assist managers with cross property bookings
Prepare weekly reports of bookings needing status updates (Prospect, Holds, Tentative status)
Prepare daily and weekly reports of upcoming events
Copy and route pop up and revised Banquet Event Orders (BEOs) daily
Email events report and print BEO packet for the Master BEO book every Wednesday & update the digital BEO book
Print change log for master BEO book and culinary book daily. Write in changes & update the digital BEO book
Generate BEO packet report and order action needed report
Make a file folder for certain events and organize file cabinets
Save invoices for completed events in the correct computer files
Make inquiry calendars at the end of each month
Send guarantee report daily to Event Managers
Assist in obtaining parking vouchers for groups, tracking parking consumption, and running a 90 day parking report
Manage in-house meeting requests by blocking space, creating event orders outlining all the details, and creating diagrams (i.e. Department Head Meeting, Orientation, etc.)
Serve as the point person while Event Managers & Sales Managers are out of the office, assisting clients with any changes or questions
Assist in generating the monthly 30, 60, 90 day projection reports
Manage calendar invites (tours, department head meeting, BEO meeting, Operations, AV meeting, etc)
Assist the Event Managers with smaller, short lead client events
Manage Liquid Space event bookings
Assist with any other tasks or projects as requested by the events team such as making diagrams, assisting with marketing projects, organizing photos, updating menus, making copies, etc.
Make arrangements for upcoming tours for Sales and Event Managers
Create the staffing guide report monthly and send to select Operations Managers
Generate the Turndown, Lost, Cancel and New Definite reports monthly
Export and format coversheets weekly for Event Managers
Prep and staff registration desk for client appreciation events (once or twice a year)
Attend meetings such as Sales Meeting, Events weekly check-in, Events/Rooms Division Meeting
Work closely with coordinators at Amway Grand Plaza and assist in coverage while they are out of the office