Sales and Catering Coordinator

Pyramid Global Hospitality

2d•Onsite

About The Position

This administrative position provides critical support to the Sales & Catering teams. It is a customer-facing role whose main responsibilities are to handle client communications in a friendly & efficient manner. This person will be the face of the Sales & Catering team, greeting guests, in person or by phone, and directing them to the respective curator. Organizational skills are essential as this person must help keep all members of the sales team organized so they can focus on booking business and taking care of clients. Other duties include sales support functions such as file organization, report distribution, and scheduling meetings.

Requirements

High school graduate; some level of college or technical training preferred.
Professional clerical skills to write & edit business letters and other sales correspondence.
Read, write and speak English fluently.
Previous hotel experience, preferably in the Sales Department.
Computer proficiency in Microsoft Word, Excel, and PowerPoint.
Ability and willingness to learn new software applications that pertain to the Sales Department.
Present a professional appearance and personality to confidently interact with clients and hotel team members.

Responsibilities

Answer and direct all service/sales/catering phone calls and greet visitors.
Maintain work areas neat and organized.
Maintain a good working relationship with other departments, employees and guests.
Prepare room blocks, proposals, confirmations, thank-you letters, cover sheets, function sheets, rooming lists.
Order pre-paid return reservation cards and V.I.P. amenities, as well as make room reservations.
Report all unsafe conditions immediately.
Become familiar with all phases of the filing system.
Handle all correspondence to the Director of Sales and other assigned Sales Managers.
Transcribe dictated letters, memos, etc.
Prepare graphs, charts, statistical research and budget information.
Attend mandatory meetings as assigned.
Collect and complete report for market share analysis.
Complete other duties as assigned by supervisor to include cross training.
Daily updates and reports from maintaining future booking logs.
Distribute contracts, memos, to assigned individuals.
Log and maintain file on documents such as reader board, surveys, pre-cons, celebration letters.
Maintain a file of competitive studies of local hotel rates and update periodically as demand requires.
Maintain Director of Sales and Sales & Catering staff reader files on a monthly basis.
Maintain files on promotions, advertising, all department invoices, room night revenue forms and leads.
Order office supplies.
Responsible for computation for the month-end reports.