Sales & Catering Coordinator (Hotel)

**Role Proposition**:
**Accountabilities**:
**Support**:

- Be the onsite contact and representative for our offsite Sales Team
- The ability to build rapport from a distance is an asset
- Liaise between different departments within the hotel to ensure smooth communication and optimal guest experience
- Process all incoming phone inquiries and communicate them accurately and efficiently to the appropriate Sales Manager
- Assist Sales Managers with the creation of new blocks and Request for Proposals
- Construct and coordinate any contracts and addendums under the direction of Sales Managers promptly
- Create file folders of confirmed events by ensuring all details entered in our system match the contract and are distributed to different departments
- Establish, maintain, monitor, and update all group blocks in Opera as well as in the Catering Files
- Ensure all group details from the guest rooming requirements to catering aspects are correct
- Ensuring the details of the events are carried out in an above satisfactory manner
- Produce and update sales correspondence, including proposals and contract templates and collateral as required
- Assist with implementing strategies to achieve departmental goals and financial profitability
- Support Sales Managers with any other tasks required

**Sales**:

- Coordinate all arrangements for catering-only events and special events, including but not limited to Holiday Events, Food and Wine Events, and Promo Events
- Consult with customers to determine objectives and requirements for events, such as meetings, conferences, weddings, social gatherings, ski groups, or conventions
- Confirm meeting space and guestrooms for groups based on current departmental parameters and follow up with contract and catering details
- Assist clients in Food and Beverage selection by providing guidance and maximizing up-selling opportunities
- Coordinate and participate in all client and/or hotel operations team phases for catering and banquet functions
- Effectively manage client budget to maximize revenue. Consult with multiple departments to ensure we make “smart” business decisions to maximize profit
- Create, manage, and distribute Banquet Event Orders and floorplans promptly to the Client and the Hotel Operations teams. Within the BEO, include detailed information on client meeting room set-ups, number of persons attending, times of the meetings, audiovisual equipment requirements, entertainment requests, agendas, food and beverage requirements, and billing instructions
- Create Group Resumes and distribute them promptly
- Host the weekly Group Resume meeting to ensure all departments are prepared and updated for each group’s arrival
- Meet and greet the convener and guests upon arrival to build relationships and to review all details for upcoming functions
- Conduct Pre-Convention meetings with the convener, their staff and key hotel contacts for introductions and a complete review of the program details when necessary
- Be the onsite contact for the convener and be a liaison for the clients to put them in touch with the proper department should any issues arise
- Follow up with guests after departure to ensure service levels are exceeded and for post-event analysis for improvement strategies for future events
- Effectively manage and update reservations and events in Opera
- Maintain Catering Database in Opera and periodically ensure all catering menus and catering resources are updated in Opera
- Monitor the group’s deposit and cut-off policy to ensure they are being adhered to
- Review Event Bills for accuracy before invoicing the clients

**Administration**:

- Some duties include making reservations, checking availability, answering inquiries, creating proformas, and directing the client to the appropriate department or manager
- Create and distribute gift certificates, VIP amenities, Parlour Cards, Welcome Signs, Directional signage, or any other in-house material required by the Sales and/or Operations team
- Support any Marketing and Promotional needs of the Sales team and DOSM as needed. This includes creating any in-house material, such as creating elevator signs and approving Social Media material created by MDM
- Assist in purchasing and maintaining inventory on promotional items, cards, and office supplies

**Technology**:

- Onsite Opera Champion, updates all Sales & Catering menu items
- Maintaining accurate profiles of accounts, bookings, and reservations.
- Oversee Revinate marketing for groups

**Secondary Responsibilities**:

- Relationship Management
- Conduct Sites, and attend tradeshows, and client service events, outside or at the hotel, to qualify needs and secure business
- Work closely with all departments, especially with Front Desk and the Food and Beverage team
- Update Adtel messages monthly
- Organize and order specialty branded items with Wayside for the Sales and Catering Team
- Regular correspondence with our marketing partners to create and