Sales & Catering Coordinator

DREAMWEAVER HOTELS LLC•Chicago, IL

5d•$25 - $27•Onsite

About The Position

The Sales and Catering Coordinator provides administrative and operational support to the Sales and Catering team to ensure the seamless execution of events and group bookings. This role assists with client correspondence, proposal preparation, contract processing, event detailing, and internal communication with hotel departments. The coordinator plays a key role in maintaining organization, tracking key deadlines, and ensuring a high level of client satisfaction through timely and professional service. A successful candidate will be detail-oriented, efficient, and possess excellent communication, multitasking skills along with being able to implement programs and to develop SOPs, as needed.

Requirements

Communicate in the primary language of the hotel.
Dress professionally at all times and be well groomed.
Computer literate in Microsoft Window applications required.
Demonstrates self-confidence, energy and enthusiasm.
Open availability to work late nights, holidays and weekends (if necessary)
Maintain knowledge of hotel property, hotel staff, hotel services, hotel service hours of operation and hotel surroundings (i.e. mall, restaurants).
Adhere to all work rules, procedures and policies established by the company.

Nice To Haves

Prior experience with Opera, MARSHA and CI/TY is a plus.

Responsibilities

Represent the hotel in a positive manner.
Assist and support all facets of sales.
Answer telephones, questions and direct calls to the appropriate person and/or take messages.
Delegates leads to corresponding managers.
Books comp night stays for trade and media.
Books transient reservations, as needed for business travel manager.
Research and dissect arrivals report, daily, for sales managers.
Assist front office in managing inventory when room pools are oversold.
Details all internal meetings and events including but not limited to building in-house BEO’s, arranging Audio Visual and distributing details to operating departments.
Distributing all BEO’s and Resumes to operating departments.
Assist managers with inspecting all set meeting space to ensure proper set-up and all requirements per the Banquet Event Orders are ready for the client.
Update reader boards and meeting signage with company name, special logos, videos and pictures as needed.
Build and update menu items in CI/TY.
Build and Manage room blocks, send rooming lists, create event resumes and distribute BEO’s.
Communicate with group sales manager if a group falls into attrition policies.
Send thank you letters and invoices as needed.
Attend Resume/BEO Review meetings each week.
Have the ability to multi-task.
Conduct site inspections with walk-in clients when Managers are not available.
Input pickup numbers and financial data in CI/TY post departure.
Purge and file past groups and update history files.
Confirm detail for the Groups Resumes, updating Banquet Event Orders (when requested).
Be self-motivated to act proactively to ensure excellent customer service to all clients and contacts.
Create and maintain files.
Prepare, email and/or fax banquet event orders with correct attachment papers that are required, such as, credit card authorization form, rooming list, direct bill application.
Create invoices, post billing for all groups, and send paid invoice to client.
Check availability of rooms to take new or change existing reservation.
Update client information.
Ensure that all information regarding a group is sent to the proper department on schedule in order to facilitate the proper handling of each group.
Contact new clients and maintain rapport with existing client base.
Be familiar with hotel layout, event space and catering menus.
Oversee the file turnover of definite groups and assist the sales team with CI/TY procedures.
Relay last minute changes/additions to BEO’s either in person or by phone to all departments effected.
Administration of group cut-off dates and release unsold rooms.
Administrative assistance to DOSM and all Sales Managers.
Assist DOSM in marketing projects and reporting.
Audit Citywide room blocks.
Comply with Hotel’s Standard Code of Conduct and all other regulations established by management and Employee Handbook.
Be completely knowledgeable of hotel’s emergency procedures as instructed by hotel management.
Be familiar with current sales programs and promotions of the hotel.
Active participation in daily sales stand-up meetings and weekly sales meetings.
Other duties as assigned.