Sales & Catering Coordinator (Hotel Emma)

Silver Ventures LLC•San Antonio, TX

2d•Onsite

About The Position

Hotel Emma is seeking passionate, service-driven candidates for the position of Sales Coordinator. The purpose of this role is to provide exceptional service to all guests, fellow team members, and visitors, while also providing administrative support to the Sales Department. As an integral part of the sales team, the Sales Coordinator will assist in day-to-day operations, including creating unique proposals, responding to client emails and phone calls, and organizing site inspections.

Requirements

Previous customer service experience in a hotel or a related field required; luxury hotel experience preferred.
Previous administrative experience preferred.
Expertise in using Microsoft Office programs required.
Ability and willingness to work full-time hours at the hotel in the sales office.
Guest oriented with a sincere, helpful, caring and friendly personality.
Able to work well with others.
Able to take initiative.
Pays precise attention to detail, professionalism, order and cleanliness.
Enjoys offering exceptional service and meeting the needs of others.
Excellent communication skills (verbal, listening & writing) required.
Has exceptional phone manners.
Working knowledge of Opera and Delphi / Salesforce or related reservations or hotel sales software system.
Ability to adapt in a fast-paced, five diamond service environment.
Ability to evaluate and select among alternative courses of action quickly and accurately, identifying and solving problems as necessary.
Ability to assimilate complex information and data from disparate sources, adjust, or modify to meet the constraints of the particular need.
Proven ability to organize special events effectively with accurate sense of detail.
Strong interpersonal and organizational skills.
Strong time management, goal-oriented, and ability to multitask to meet deadlines.

Responsibilities

Schedule and prioritize workload to meet deadlines for all managers.
Type and distribute all correspondence, including proposals, booking notices, letters, contracts, etc. for assigned managers, ensuring 100% accuracy.
Utilize Delphi or current system(s) correctly to ensure managers can accurately track, book, and follow up on all accounts/bookings.
Assist the Sales Team with all site preparation and support with sales kits/brochures.
Assist managers with sales calls and participate in sites, FAMs, trade shows, and other related market events as required.
Assist Sales with collecting and routing favors (e.g., rooms/loyal/VIPs/upgrades) for individual reservations through the Reservations department. Confirmed Group requests go through Reservations/Conference Services Manager.
Maintain account/booking files and ensure all information is included (e.g., accurate traces, turnover-checklist, history, letters, emails, deposits).
Ensure all managers receive messages in a timely manner, including the caller's name and phone number, and the date and time the call was received.
Coordinate general office functions and supply orders.
Liaise with other hotel departments to ensure Sales clients' needs are met or exceeded.
Serve as the point of contact for all department internal meetings, ensuring setup, BEOs, Audio Visual needs, and organized responses to individual departments.
Create calendar invites for monthly sales/catering meetings to ensure all participants are available and be responsible for follow-up notes during and after the meetings.
Manage the accounts payable/purchasing process (using Birchstreet or other tracking systems), ensuring all invoices, commission forms, completed expense reports, and POs are processed timely and properly.
Be the point of contact for incoming calls to the sales line and the hotel’s “info” email listed on the website.
Distribute info emails and leads from the sales inbox.
Attend daily focus meetings and present information at the daily sales business review meetings.
Ensure sales collateral is in stock and up to date.
Be responsible for all contract turnovers.
Put in reservations using Opera and Delphi knowledge to assist site visits & BT/Transient.