Sales, Marketing and Event Coordinator

CoralTree Hospitality•Olympic Valley, CA

13h•Onsite

About The Position

The Sales, Marketing & Events Coordinator will work in a team-oriented environment and fully support and provide assistance to the sales team with administrative tasks, provide engaging customer service, and receive and qualify leads for sales or catering managers. This person will also support the continuing effort to deliver distinctively different guest experiences and nurture lasting relationships with our customers.

Requirements

Preferred hospitality and/or administrative experience
Proficient in word, excel, computer knowledge.
Professional phone etiquette
Excellent communication skills both written and verbal
Must be capable of sitting 90% or more of a normal 8 hour work shift.
Must be capable of carrying, lifting. pushing or pulling up to 20lbs.
Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perceptions and the ability to adjust focus.
Must be capable of answering phones and using a computer.

Responsibilities

Assist in all areas of the sales process: General administrative duties
Respond to web leads
Answer phone inquiries
Create Envision Bookings and insert all communications in the Comments tab
Set up Site Visit appointment; create and send Site Visit announcement; set up necessary VIP notes or amenities
Draft contracts
Follow up with client questions or deadline reminders as needed
Process countersigned contracts, create files
Create and process contract addendums as necessary
Assist in all areas of the planning process: Assist in planning/detailing tastings, amenities, lodging stays; create and announce preplanning/tasting announcement
Create diagrams as needed in Social Tables
Introduce client to AV as necessary; introduce vendors to AV as necessary (musicians, DJ)
Communicate with vendors on setup, access to event space, teardown, Resort policies and expectations
Input important communications and notes in the Envision
Create DDR’s communicate to internal departments
Send calendar invites to appropriate departments as needed
Guide Cake Design and get approval by Pastry Chef; give Pastry Chef picture to reference for actual wedding date and what cake stand to use
Create vouchers, or signs as needed
Amenities and VIP reservations are noted and planned for; amenity cards are printed and signed
Assist with finalized guest count; building final estimate and balance due; finalize TBD points; update EO and include in change log as necessary; get EOs signed