Administrative Coordinator

2 weeks ago

St John's, Canada SilverBirch Hotels & Resorts Full time

SilverBirch Hotels & Resorts is one of Canada’s leading hotel management companies and manages a large portfolioof full-service, focused service and extended stay hotels across Canada. The company manages hotels operating under major franchise brands, such as Marriott, Hilton and Radisson.

We are looking for a full time Administrative Coordinator at Fairfield Inn & Suites by Marriott St. John’s in St. John’s Newfoundland.

Reporting to the Sales Manager, this position assists the sales and catering department with proactive selling tactics; administration, client contact and follow-up with a consistent focus on maintaining a high level of service and efficiency.

**Duties & Responsibilities**:

- Maintain all administrative processes and records related to the Human Capital department including employee files
- Manage telephone inquiries for the sales and catering department regarding servicing customers, marketing, and promotional opportunities, and account qualifying.
- Provide general office administration including, filing, monitoring and replacement of collateral, office supplies, etc.
- Prepare proposals, contracts, block space, and follow-up with regard to room block updates.
- Coordinate meeting room booking procedures, conduct site inspections, track payments, and compile and analyze reports relating to wash factors, lost business, sales booking reports, and cancellations.
- Attend pre-event meetings as needed to understand group needs.
- Interact with guests to obtain feedback on product quality and service levels; able to respond to and handle guest problems and complaints.
- Emphasize guest satisfaction during all departmental meetings and focus on continuous improvement.
- Effectively manage customer budgets to maximize revenue and meet customer needs.
- Assist the Sales Manager in strategic planning of budgets and programs including advertising, public/media relations, database/direct marketing, sales promotions, event marketing, website and collateral development.
- Assist with on-site accounting duties such as performing daily cash counts, reconcile cashier reports, carry out income audit and quarterly float counts
- Prepare bi-weekly banquet gratuities calculation for payroll processing
- Attend and assist hotel functions when needed.
- Other related duties as assigned.

**Skills, Knowledge and Abilities Required**:

- Energetic, motivated and hands-on individual with initiative who works well under pressure in a team environment and independently.
- Must be approachable, caring and considerate maintaining confidentiality at all times.
- Organized, with a high attention to details
- Excellent written and verbal skills.
- Ability to work under pressure and manage multiple tasks and priorities effectively.
- Able to analyze and proofread data.
- Ability to concentrate for extended periods of time and pay close attention to detail but also switch back and forth between tasks.
- Sets a positive example for guest relations.
- Effective sales skills to secure new business and up-sell products and services.
- Knowledge of Front Office/Reservation/Sales procedures.
- Proven interpersonal and organizational skills.

**Preferred Education & Qualifications**:

- 2-3 years customer service experience in a hotel environment.
- Diploma/Certificate in business administration/accounting preferred
- College degree in hospitality sales/marketing.
- Knowledge of events and catering processes.
- Computer skills including: Microsoft Word, Excel, and/or related catering/sales program.

**Working Conditions**:

- Normal office working conditions
- Flexible work schedule that does require some evening and weekend work
- Fast paced environment that is often demanding.

**Properties**:Fairfield by Marriott St. John's**Job Type**:Full Time**Job Location**:St. John's

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