Conference Sales-Services Coordinator

Colonial Williamsburg Foundation•Williamsburg, VA

About The Position

The Conference Sales Services Coordinator provides administrative support to the Conference Services department. Responsibilities include but are not limited to: Outlook calendar maintenance, copying, filing, faxing, answering telephones, preparing contracts, checking requests, completing expense reports, writing letters, memos, presentations, proposals, quotes, travel arrangements/itineraries and other miscellaneous correspondence and reports. Provide administrative support to 2-3 managers and coverage for other Conference Coordinators as required due to staffing levels. Perform other administrative duties as assigned.

Requirements

High school diploma or equivalent
Minimum 2-years related experience.
Demonstrated computer proficiency with Microsoft Office including Word, Excel, Outlook, PowerPoint, etc.
Demonstrated strong verbal and written communication skills, including proper grammar usage.
Excellent proficiency in proofreading.
Demonstrated self-starter with strong organizational skills including attention to detail and follow-through.
Demonstrated strong guest service and telephone etiquette skills.
Demonstrated problem solving and decision-making skills.
Demonstrated ability to prioritize and handle multiple projects.
Ability to consistently work a 40-hour week, Monday through Friday.
Ability to work in a team-environment as well as independently; establish and maintain effective work relationships; interact effectively with others; adapt to changing work priorities; understand and follow instructions.
Ability to handle a large volume of incoming client telephone calls.
Ability to utilize the sales/catering system; use OpenTable (dining reservations); Ticketing/Historic Area Event software (currently RTP) and other software applications used by CWC-HG as required.

Nice To Haves

Experience with OpenTable (dining reservations); Ticketing/Historic Area Event software (currently RTP) and/or other software applications used by CWC-HG.

Responsibilities

Provide timely follow-up to calls, emails and other correspondence to ensure seamless Guest Service.
Answer phones and gather information on incoming sales leads, including assisting clients/guests with inquiries in booking a conference with Colonial Williamsburg Hotels and answering any questions where possible.
Assist Conference Sales and Service Managers with correspondence involving sales contracts, proposals, VIP site alert forms and other forms/reports as necessary.
Coordinate with other departments to reserve Historic Area resources, golf, spa, dining, etc.; assist with preparing collateral for tradeshows/conferences/sales trips.
Prepare Banquet Event Orders and Resume/Agendas as needed.
Prepare welcome amenities for group PICs.
Assist with preparation and execution of customer events both on and off site.
Set up and maintain filing systems, including correspondence, accounting reports, sales/services accounts, solicitation files, trace files, and group histories.
Maintain follow-up procedures of all pending matters such as trace files; updating golf, tavern and other dining, spa reservations and revolutionary events; return and track confidential materials, etc.
Research information from a wide variety of sources for use by others in answering correspondence, preparing reports, conducting meetings, etc.
Prepare special summarizations and compilations as required.
Ensure accuracy of all correspondence to include typing, grammar, punctuation, syntax, and spelling.
Assist with ensuring the office follows the PCI compliance policies as set forth by accounting department.
Takes initiative to assist in overcoming internal and external procedural challenges by offering solutions that ultimately lead to client satisfaction.