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| ~~Scope: Under the direction and supervision of the Director of Sales is responsible for supporting the operation of the Sales and Catering office via file follow up, data maintenance, clerical and reception duties, and telemarketing as required. The Sales and Catering Coordinator supports the Director of Sales and the Sales and Catering team in the implementation of the hotel’s sales strategies. Primary Responsibilities: Maintains and updates key sales/catering programs, procedures, reports and services. Supports sales/catering strategies by processing direct mail campaigns, sales kit preparation, lobby display and brochure rack updating. Participates in monthly sales and catering strategy sessions by providing input, taking minutes, updating action plans and distributing. Maintains and adheres to Function Space Booking guidelines, Critical Path and Group Booking Approval process in order to book business in the best interests of the hotel. Ensure sales/catering agreements entered into with the hotel and the client are in keeping with Sales Operating Procedures, hotel policies and Company Account standards. Maintains lost business, cancellation and lead/referral files by distributing to sales manager. Conducts hotel tours and services clients within the company and property policies. Supports sales and catering team in obtaining contract confirmation/signatures. Preparation, sending and distribution of catering/sales contracts. Booking, preparation and sending of sports team contracts and obtaining confirmation/signatures and rooming lists. Ensures that current and prospective databases are maintained, current and accessible. Ensures that all sales and catering contracts entered into by the sales and catering department with clients are communicated to other hotel departments. Works closely with the Front Desk, Reservations, Catering and other required departments to completely satisfy the requirements of the booking parties. Executes clerical and reception duties as required including Service Recovery, Priority Club follow up letters and welcome letters. Assists and supports the Director of Sales and the Sales and Catering team with any initiatives required to ensure the ongoing success of the hotel. Assists other office staff during periods of absence and down time. Responds quickly to guest requests in a friendly manner. Follows up to ensure guest satisfaction. Provides a professional image at all times through appearance and dress. Follows company policies and procedures. Note: Other duties as assigned by supervisor or management Health and Safety: Follow hotel safe work procedures and policy, including the use of personal protective equipment. Know and comply with all Occupational Health & Safety regulations, as per the Occupational Health and Safety Act and Ministry of Labour. Report all injuries or illnesses to a supervisor or manager immediately. Participate in Joint Health and Safety Committee by bringing health and safety concerns or issues to the attention of the committee. Relationships: Internal: Sales Department – effectively communicate information Hotel employees to communicate client needs in regard to sales or catering contracts. External: Clients, Visitors: Greets and ascertains nature of business and leads them to proper employee or banquet room. Qualifications: Education/ Experience: High School diploma or equivalent. Three to six months experience and/ or training is preferred. Special consideration will be given to those who exhibit exemplary performance. Certification and/or License Requirement: None. Skills: Computer aptitude. Attention to detail. Planning and organizational ability. Interpersonal skills. Written and oral communication skills. Working Conditions: Will be required to work nights, weekends and holidays. Will be required to work in fast paced, stressful environment. May be asked to work overtime. Physical/ Cognitive Activities: To perform this job successfully, this person must be able to write business letters, event orders, contracts, summaries and reports using prescribed format and conforming to all rules of punctuation, grammar, diction and style. This person must also be able to speak effectively with clients, customers or employees of Hotel. Therefore strong oral and written communication skills are needed for this position. This person needs to have the ability to solve practical problems, change activity suddenly and cope with interruptions. They will also need to accept responsibility for managing activities. This person must be able to plan and organize the work of others. While performing the duties of this job, the employee is regularly required to sit, use their hands, fingers and speak and hear. The employee is occasionally required to stand; walk and kneel or crawl. The employee may be required to do hotel tours requiring standing and walking. The employee must occasionally lift and/or move up to 20 pounds. Travel is necessary for company meetings and training opportunities Organizational Structure: • Reports to: Director of Sales This job description is a general representation of the duties and responsibilities; it may be modified at an individual hotel based upon business necessity. | ||||||||||||||||||||
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