Sales Coordinator

Job overview

Oversee all functions of the Conference/Conventions Services Department. Ensure that all conferences, meetings and group activities are coordinated and managed within client expectations. Up-sell client events and manage function space and room block inventory to maximize hotel profit. Ensure hotel and client fulfill group contract commitments.

Must be friendly, welcoming and full of life; people who are always finding ways to make every guest’s experience an enjoyable one.

Financial returns:

• Complete forecast, plans, and productivity reports for management.  Upsell products and services.
• Negotiate food and beverage prices, function space, and hotel services within approved guidelines.
• Negotiate guest rooms and blocks.

People:

• Direct day-to-day conference/convention activities, plan and assign work, and follow through to ensure completion.
• Educate and assist banquet team members in compliance with brand and service standards.
• Promote team work and quality service through daily communication and coordination with other departments.  Interact with outside contacts: Guests, Vendors, and other contacts as needed.
• Immediate return of all calls, emails etc. 
• Meet and greet client to ensure set up is correct and audio visual needs are complete. Troubleshoot issues as they arise within the meeting coordinator’s needs to ensure they are able to run their meetings as smoothly as possible.

Client experience:

• Provide client with information (example: loyalty programs, area attractions, restaurants, facility information) to enhance guest experience.
• Conduct banquet and catering facility tours and entertain clients to enhance the guest’s meeting/banquet experience.
• Assist clients with menu planning, food and beverage coordination, table arrangements, decoration options, etc.
• Arrange all details of meetings and conventions to include room set-ups, staging, lighting, audio visual, traffic flow, menus, décor, entertainment, group room blocks, and VIP services.
• Plan and conduct pre-event and post-event meetings with clients and catering staff to determine potential enhancements to the guest experience.  Set up taste test if needed for special groups.
• Analyze and action against client satisfaction surveys to improve services.
• Provide guest with accurate billing and reward points as earned.
• Block groups in PMS and block space for food and beverage needs.  Keep Front Desk informed of group changes as needed. 

Responsible business:

• Develop awareness and reputation of the hotel and the brand in the local community.
• Coordinate safety and security initiatives to ensure meetings flow smoothly with minimal interruptions or problems. Coach and assist clients on meeting options and alternatives that potentially reduce waste, save energy and have a minimal impact on the environment.
• Perform other duties as assigned by Director of Sales, Operations Manager, or General Manager.