Sales And Catering Coordinator

Role Summary:

ESSENTIAL DUTIES AND KEY RESPONSIBILITIES:

All duties and responsibilities are to be performed in accordance with the National Hotel quality of service standards, and policies and procedures. Associates will be required to learn other functions in an effort to attain cross training skill sets that will help grow the overall knowledge of the Guest experience expectations.

As someone who has a passion for people, and enjoys a fast-paced environment, a core duty for all Associates is effectively multi-tasking, a quintessential factor to the success of their role.

• Answer telephone for connected calls to the Sales Department and take messages.
• Assist the Director of Sales & Marketing, Sales & Catering Manager(s) & Marketing Manager in all administrative functions.
• Sending materials to clients such as Wedding/Catering Packages, photos, proposals, contracts, diagrams, etc.
• Prepare menus, signage, food labels, cards & special events materials.
• Assist in Sales/Catering & Special Events at the hotel where necessary.
• Order, manage & keep inventory of office supplies.
• Submit department invoices, expense reports and maintain filing system.
• Distribute Event Forecast, Valet Report and maintain Site Tour Schedules for the Sales/Catering Team.
• Ensure that site inspection alerts are sent to all managers and site rooms are blocked & ready. Assist in site inspections when needed.
• Maintain accurate directory, Standards of Procedure & weekly events saved in public drive for reference in organized folders.
• Communicate with Department Heads on scheduled BEO/Resume Meetings.
• Prepare BEO Email Alerts, weekly, for BEO Meeting/10 Day Group & Events review.
• Manage & coordinate in-house events (block space, create event orders, distribute & load onto the public drive).
• Manage & Maintain the Wedding Platforms by uploading the approved (per DOSM) albums on contracted websites.
• Keep accurate records of usernames & passwords for all platforms/software used by the Sales, Catering & Marketing Team.
• Assist with sales campaigns and administrative tasks involved.
• Manage & respond in a timely manner to incoming leads directed to the Sales/Catering Team (per SOP).
• Entering group room blocks (Opera & Delphi) & event space blocks in Delphi.
• Providing Sales/Catering Managers with the GRC report from Opera on scheduled dates.
• Create reports (past, present, and future) for Group Sales & Catering Sales.
• Maintain professional relationships with clients, contracted companies and vendors.
• Manage the Master List for approved Gift Certificates for proper tracking and follow Gift Certificate SOP.
• Manage the Sales Department VIP Amenity Requests and alerts.
• Always maintain consistent business professional attire & appearance.
• Assist with additional responsibilities as they become available.

MINIMUM REQUIREMENTS & QUALIFICATIONS:

Minimum Hiring Requirements:

• Must have completed High School or GED Diploma, Education: 2 years college degree (preferred) in Marketing, Business Administration, or Hospitality or 2 years of experience in Sales/Marketing department within a hotel.
• Works well under pressure, high volume of administrative duties, organized, multitasker in high volume/demanding environment, team player, adaptable, takes initiative, motivates others, friendly outgoing personality, detail oriented, strategic thinker.
• Proficient in MS Word, Excel, Outlook, PowerPoint, Delphi or Salesforce, Social Tables, Opera.
• Must be flexible with schedule – able to work weekdays (hourly schedule provided). As needed on weekends, holidays, overtime, etc.
• Must be able to type 40 words per minute.

Safety Requirements:

All Associates are required to abide by all Safety rules and ensure they perform each task by practicing safe work habits. Any associate who incurs any type of injury is required to report immediately to their immediate supervisor or the Security Officer on duty.

Language Requirements:

• Ability to speak English clearly, distinctly, and cordially with guests. Excellent reading, writing & oral proficiency in the English language - this includes the ability to give and receive instructions in written and verbal forms.
• Proficiency in effectively presenting information and responding to questions from guests, supervisors, and co-workers.
• Ability to speak additional languages such as Spanish, French, or German is preferred.

Physical Requirements:

• While performing the duties of this job, the associate is required to sit for long periods of time; walk; full dexterity in use hands to touch, handle, or feel; reach with hands and arms; talk or hear.
• The employee must occasionally lift and/or move up to 40 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Paid training
• Vision insurance

Shift:

• Day shift
• Evening shift
• Morning shift

Ability to Commute:

• Miami Beach, FL 33139 (Required)

Ability to Relocate:

• Miami Beach, FL 33139: Relocate before starting work (Required)

Work Location: In person