Sales and Catering Coordinator

6 months ago


Gloucester, Canada Holiday Inn Ottawa East Full time

**SCOPE AND GENERAL PURPOSE**

**Assist all Sales Department in obtaining guest satisfaction by performing clerical and administrative duties relating to sales. To assist in the overall efficient operation of the Sales & Catering Department. Responsible for the efficient and professional coordination of any assigned banquet, meeting or reception.**

**MAIN DUTIES**

**1. Prepares all event documentation and coordinates with sales, hotel departments and customer to ensure consistent, high level service throughout pre-event, event and post event phases.**

**2. Recognizes opportunities to maximize revenue opportunities by up-selling and offering enhancements to create outstanding events.**

**3. Acts as liaison between field sales person and customer throughout the event process. Makes presence known to customer at all times during this process. Is available to solve problems and/or suggest alternatives to previous arrangements.**

**4. Proactively identifies operational challenges associated with his/her event and works with the hotel staff and customer to solve these challenges and/or develop alternative solutions.**

**5. Manages banquet and meeting space for assigned groups.**

**6. Advises sales staff as to ability to accommodate client demands including phone requirements, fit of available space and materials such as booths. Assist sales staff in promoting hotel, developing leads and securing re-bookings.**

**7. Access and input data into a computer system to generate account history reports.**

**8. Familiar with the Sales and Marketing Plan and carry out activities as agreed on a monthly basis in order to achieve targeted market segments and revenue.**

**9. Be aware of competitor activity**

**10. To deal in a professional manner with telephone and walk-in inquiries and carry out planned telemarketing sales and mail-out activity while participating in sales calls as directed.**

**11. Maintain an effective Trace System in order to maximize on future business for the property.**

**12. Be fully conversant with all facilities offered by the property and actively promote associated properties in line with company policy.**

**13. Assist in monitoring of business alerting the Director of Sales*/Sales Manager* to non-payment of deposits, cancellation or reduced numbers as per company policy.**

**14. Carry out site inspections and assist with the organization of public relation events in line with property policy.**

**15. Ensure Sales correspondence/contracts as delegated are dealt with promptly and efficiently achieving standards required by company policy.**

**16. Ensure accurate documentation and passing of information to departments in relation to bookings made/cancelled and assist within the operation as necessary to ensure guest satisfaction.**

**17. Understand the principles of Yield Management and liaise directly with the Director of Sales*/Sales Manager* regarding any rate related issues.**

**18. Be aware of and fully utilize materials/tools available through the company/brand. (as applicable)**

**19. Enter individual reservations with corporate clients and enter FIT bookings in line with property policy.**

**20. Prepare reports/statistical information and maintain accurate and up to date data base in line with property policy.**

**21. Comply with attendance rules and be available to work on a regular basis.**

**22. Perform any other job related duties as assigned.**

**REQUIRED SKILLS AND ABILITIES**:
**Must have the ability to communicate in English. Self-starting personality with an even disposition. Maintain a professional appearance and manner at all times. Can communicate well with guests. Must be willing to “pitch-in” and help co
- workers with their job duties and be a team player. Ability to effectively deal with internal and external customers. Basic knowledge of mathematics and calculator skills to prepare mathematical calculations without error. Ability to communicate effectively both verbally and in writing in order to interact with vendors and department heads. Hotel reservations & Sales and Catering software program knowledge is helpful.**

**GENERAL STAFF RESPONSIBILITIES**

1. To adhere to all matters relating to hygiene, health, safety and emergency procedures as laid down by law and by company policy.

2. To carry out any reasonable request.

3. To provide exceptional customer service with positive addressing of guest concerns/complaints in line with company policy.

4. To work and communicate in a professional and ethical manner with colleagues assisting where necessary to achieve standards required by company policy.

5. To be committed to achievement of the company, property and department Mission Statements.

6. To be a “sales person” by active promotion of property facilities and company/property specific promotions in order to contribute to overall profitability.

7. To assist with team member orientation/training within the department as required by comp


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