Sales and Meeting Coordinator

Westin•Knoxville, TN

2d•Onsite

About The Position

This is a dual position for Element by Westin and Home2 Suites in Knoxville, Tennessee. The Sales and Meeting Coordinator assists the Director of Sales by supporting and enhancing sales initiatives and efforts. This role provides administrative support, acts as a lead catcher, distributes opportunities, and may assist with proposals, contracts, and rooming lists. The position may also be responsible for client site visits, pre and post-arrival communications, and executing meeting room set-up/break-down. Additionally, the Sales and Meeting Coordinator assists the Sales and Catering Manager and/or Event Manager with planning and coordinating Banquets and Meetings.

Requirements

High School diploma or equivalent of same; Associate’s or Bachelor’s Degree preferred or equivalent experience
One year experience similar capacity.
Two years’ experience in service industry.
Must be able to perform major life activities: Standing, lifting, bending, learning, reading, concentrating, thinking, and communicating.
Must be able to push or pull 60 pounds unassisted and lift and/or carry 30 pounds unassisted.
Must be able to see and hear.
Must be able to speak and read English, the ability to communicate in another language may be helpful.
Knowledge of budget limitations and cost controls.
Knowledge of Food and Beverage costs and how to calculate.
Knowledge of Selling strategies for highest profit of produce and services.
Knowledge of Configurations and set ups for function space.
Knowledge of Competition and what this property has (or doesn’t have) over others.
Knowledge of the area shopping, dining, entertainment and travel directions to assist guest inquiries.
Knowledge of Daily hotel operations: check daily events, bulletin boards; and stay up-to-date on changes, new procedures and events.
Knowledge of Entire property, staff, services, hours of operation, type of rooms, locations, rates, discounts.
Proficiency in Microsoft Outlook, Microsoft Word, Excel, PowerPoint.
Ability to sell effectively.
Ability to negotiate when necessary.
Ability to multi-task, remain associate and guest service centric.
Ability to solve guest issues with professionalism maintain hospitable attitude.
Ability to identify opportunities to achieve financial performance goals.

Nice To Haves

Associate’s or Bachelor’s Degree preferred or equivalent experience
The ability to communicate in another language may be helpful.
Experience working with customer relationship software like Hotel SalesPro, ACT, Salesforce or STS is preferred.
Experience collaborating with customer relationship software like Delphi.fdc or STS is preferred.

Responsibilities

Assist in the Director of Sales of the hotel by supporting and enhancing sales initiatives/efforts that are compatible with LBA sales plans, strategies, and programs.
Provide administrative support for the Director of Sales and/or the Senior Sales Manager by being a lead catcher and distributing opportunities to team members.
Assist in sending proposals, contracts, rooming lists, etc.
Be responsible for meeting clients for site visits, pre and post arrival communications and the executing the set up/break down of meeting rooms.
Assist the Sales and Catering Manager and/or Event Manager with planning and coordinating all Banquets and Meetings in certain cases.
Confirms availability of the hotel facilities negotiated per appropriate contracts and works with internal departments to communicate pertinent customer needs (i.e., meeting room set-up, food and beverage requirements, room block commitments, etc.).
Partners with the operations of the hotel, including Food and Beverage, Guest Services and Housekeeping to create and provide a memorable guest experience.
Responsible for the daily configuration/ set ups for function space.
Responsible for operational and administrative functions for group block management including building blocks, managing group inventory, billing, pre-arrival and post departure tasks as required.
Daily execution of reservation management for business travel clients and group blocks.
Regularly contact existing accounts based on the tracing frequencies of the trace system in the sales automation system for upcoming meetings/events that need to be detailed.
Responsible for accuracy and timeliness of all Banquet Event Orders (BEO’s).
Creates detailed customer account records, correspondence, sales agreements, proposals, and thank you letters for own accounts or in support of other sales team members.
May be required to execute site inspections of the hotel with clients, exhibiting key features and benefits of the hotel.
Other duties as assigned.