Sales & Marketing Coordinator - Short North

Highgate Hotels•Columbus, OH

About The Position

The Group/Sales/Catering Coordinator is responsible for clerical and administrative duties, assisting with marketing materials and basic creative tasks that support the Group/Sales/Catering departments. The role includes building and managing room blocks, maintaining arrival details, and creating internal planning documentation to ensure seamless event and group execution. He/she helps support the department’s revenue and guest satisfaction goals while providing attentive, courteous, and efficient service to all guests.

Requirements

High School diploma or equivalent required and/or experience in a hotel or a related field preferred.
At least 3 to 5 years of progressive experience in a hotel or related field preferred.
College course work in related field helpful.
Computer knowledge/skills required.
Flexible and long hours sometimes required.
Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Maintain a warm and friendly demeanor at all times.
Must be able to effectively communicate both verbally and written, with all levels of employees and guests in an attentive, friendly, courteous, and service oriented manner.
Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
Must be able to multitask and prioritize departmental functions to meet deadlines.
Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner.
Attending all hotel required meetings and trainings.
Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
Must be able to cross-train in other hotel-related areas.
Must be able to maintain confidentiality of information.
Must be able to show initiative, including anticipating guest or operational needs.
Perform other duties as requested by management.

Responsibilities

Answer telephone and email messages. Respond accordingly.
Prepare and process all Purchase Orders for the department.
Prepare (and balance each month end) accruals and overall expenditures on behalf of the department.
Open and distribute mail as directed.
Maintain and stay abreast of the latest computer programs/innovations (as applicable).
Filing of all pertinent correspondence in a timely manner.
Type all correspondence pertaining to department.
Maintain adequate inventory of office supplies.
Responsible for the smooth operation of the office.
Type and distribute meeting minutes as directed.
Maintain trace file as needed.
Assist in scanning/copying/faxing/mailing.
Greet guests/clients/employees when necessary.
Attend meetings/training as required by management.
Assist the sales team with preparing proposals, generating contracts, creating promotional materials and presentations
Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests
Respond in a quick, timely, and professional manner to all internal partners and external customers and deliver clear and concise communiqué.
Communicate group room block details/changes for select groups to all hotel departments, coordinating customer’s needs with other property business and activities to ensure customer’s expectations are met and the property operates efficiently
Develop best practices for prospecting new banquet business using a wide variety of methods including phone calls, outside sales calls, trade shows, attending community functions, blitzes, internet prospecting, supplier partnerships, etc.
Monitor blocked space and sleeping room blocks; build room blocks for group business, Initiate release of blocked sleeping room blocks on cut-off dates.
Assist the sales team in managing calendars, important document organization, and weekly tasks.
Communicate guest arrival details with other departments of the hotel and key partners.
Assist with a variety of marketing administrative tasks and coordination of hotel led events and photoshoots.
Design on-property signage, print materials, and digital ads that align with brand standards.
Produce content for digital channels, including social media graphics, email visuals, and promotional assets.
Coordinate the marketing project calendar, including campaign timelines and approval deadlines.
Organize photoshoots, including scheduling, shot lists, and vendor coordination.
Plan and maintain the monthly social media calendar.
Create and publish content across platforms, including photo/video capture and copywriting.
Track performance metrics and identify opportunities to strengthen engagement.
Support the development and execution of on-property guest activations and seasonal events.
Collaborate with operations teams to ensure activations are delivered smoothly and on brand.
Build relationships with local partners to support collaborations and awareness.
Maintain marketing assets, including the photo library and design templates.
Assist with budgeting, invoices, and vendor communications as needed.