Sales Events Coordinator ("Coordinador/a de Ventas y Eventos")

Azul Hospitality•Portland, OR

2d•$22 - $25•Onsite

About The Position

The Sales Events Coordinator provides administrative, clerical, and client support to the Director of Sales & Marketing and the Sales & Marketing team at Woodlark Hotel. The role supports the department’s efforts to meet and exceed forecasted revenue goals and helps present the hotel to group, corporate, and leisure prospects in a way that reflects the brand’s identity. The coordinator handles correspondence, records, appointments, meeting materials, office supplies, reports, purchase orders, client leads and inquiries, and logistics for small-group meetings. The role also assists with banquet event orders (BEOs), group resumes, room blocks, and client notifications about key dates. The position contributes to product quality and guest experience, maintains a neat and orderly hotel environment, and builds effective working relationships across departments. It may also involve responding to guest inquiries, reporting safety or maintenance concerns, following company policies, and performing other reasonable duties assigned by supervisors. The role is based inside in a temperature-controlled office environment, though walking and standing are also required. Work schedules may vary according to hotel business needs, and attendance at scheduled training sessions and meetings is required.

Requirements

High school diploma or equivalent required.
Ability to speak, read, write, and understand the primary language used in the workplace.
Good verbal, written, and electronic communication skills.
Considerable knowledge of complex mathematical calculations and computer programs.
Excellent leadership capability and customer-relations skills.
Detail-oriented, with strong organizational and communication skills.
Intermediate computer skills and basic computational ability.
Ability to analyze and anticipate user needs and make judgments to ensure appropriate tools are available at the property level.
Ability to work effectively with internal and external customers using patience, tact, and diplomacy, and to gather accurate information to resolve conflicts.
Knowledge of basic Windows OS, MS Office, PMS, PBX, key systems, and POS functions.
Self-driven and able to work independently.
Ability to travel occasionally as needed.
Ability to provide and maintain a valid driver’s license, as the position may require operating motorized and electric vehicles.
Ability to meet the physical demands of the position, including sitting, standing, walking, maneuvering between simultaneous functions, lifting up to 45 pounds as needed, and operating office equipment.
Regular attendance and compliance with company and hotel rules and regulations.

Nice To Haves

Bachelor’s degree preferred.
Sales & Marketing experience preferred.
Prior administrative-role experience preferred.

Responsibilities

Assist the Director of Sales and/or Sales Managers in selling the hotel concept to group, corporate, and leisure prospects.
Provide administrative and clerical support to the Director of Sales & Marketing and the Sales & Marketing team.
Handle incoming and outgoing correspondence and maintain department filing systems and records.
Arrange appointments and meetings for Sales Managers.
Prepare meeting packets and other Sales & Marketing materials.
Monitor office-supply inventory and place orders as needed.
Support clients by processing leads, investigating hotel and preferred guest program issues, and sending or acquiring collateral materials.
Follow up on outstanding responses; call, fax, and email clients; and respond to requests.
Handle logistics for small-group meetings for key clients.
Generate reports and compile statistical information as requested.
Prepare and submit purchase orders according to hotel procedures.
Assist with BEOs, group resumes, room blocks, and related materials.
Notify clients of key dates, including cut-off and payment-schedule deadlines.
Promote product quality and a distinctive guest experience; attend to items out of place in the hotel.
Maintain positive, friendly interactions with guests and staff.
Develop and maintain strong interdepartmental relationships and clear communication to support efficient information transfer.
Assist with guest inquiries as needed.
Follow company, safety, and security policies and procedures; report maintenance problems, safety hazards, accidents, or injuries.
Perform other duties assigned by managers or supervisors.
Maintain regular attendance and attend scheduled training sessions and meetings.
Maintain a neat, clean, and well-groomed appearance in accordance with hotel standards.