Sales and Event Coordinator

HYATT PLACE KENT NARROWS•Grasonville, MD

7d•$20 - $24•Onsite

About The Position

Answer telephones within Hyatt service guidelines. Never answer with "hold please". Always allow caller to speak first, if necessary to put him/her on hold. Qualify phone leads and send to appropriate sales manager with detailed information on potential event. Maintain an orderly system to ensure the delivery of all messages to office staff Prioritize work on a daily basis Be pleasant and helpful with internal and external clients Accurately type correspondence including memos, forms, contracts, and letters as needed Input account, booking and profile information into the Envision system within the designated time frame and adhere to all guidelines as set forth in the Envision Procedures and Standards When receiving a lead, ask for all pertinent information. Use client's last name during conversation. Give client name of sales manager that will be returning phone call. Always thank the caller for calling Set-up and maintain files in a neat and orderly manner adhering to the prescribed format (i.e. Left side: contract; Right side: booking recap, original notes or inquiry form, detailed reservation listing, rooming list and changes to list, correspondence, amenity requests, credit information on bottom) Assist with return phone calls (all calls/leads should be returned within 24 hrs). Work with clients on details for catering and rooms only groups. Complete Banquet Event Orders and Resumes for all group business for sales team. Manage deposit schedule for groups and ensure payments are received and posted by deadline dates. Create and maintain group blocks in Opera Weekly review with DOSM on Group Pick for future room blocks. Weekly sales meeting with entire Sales team Make reservations and take care of amenities for Managers. Follow-up by double-checking all VIP reservations and amenities. Notify Manager of room assignment and status of amenity Ensure that personal note accompanies all amenities Assist with special project tasks, including mailings, sales blitz lists and other sales related activities Schedule all in-house events and create/distribute BEO’s Manage creation, distribution & tracking of gift certificates for hotel. Produce menus, directional signage, table numbers, name tents, buffet cards, etc. as needed Produce V.I.P reservations and follow up to ensure the guest will be accommodated upon arrival Create Post Convention Reports, merge corresponding thank you letters To develop working relationships with hotel department heads and operational areas Execute administrative needs for special projects and events Develop and implement a comprehensive social media strategy aligned with the resort's brand positioning and target audience. Create engaging and visually appealing content for social media platforms, which include Instagram and Facebook. Write inspiring captions, storytelling narratives, and persuasive copy that reflects the luxury and unique experiences offered by the resort. Create a consistent schedule of content to ensure a constant and engaging presence across all channels. Proof-read all correspondence for accuracy and readability Practice safe work habits, wear protective safety equipment and follow MSDS and OSHA standards. Perform other duties as requested by management.

Requirements

Associate or Bachelor’s degree in the hospitality field preferred.
Minimum of 1-2 years’ hotel experience required; front desk experience highly desirable.
Envision knowledge preferred.
Assist sales and events team
Support sale staff with detailing events, running reports, and administrative duties
Assist sellers by creating room blocks and creating guest reservations
Working with clients to execute their menus, floor plans, and event schedule
Prepare Banquet Event Orders and Group Resumes
Can communicate well with guests.
Must be willing to “pitch-in” and help co-workers with their job duties and be a team player.
Must be able to provide outstanding customer service to internal and external guests.
Must have knowledge of departmental operations.
Must have knowledge of computers and training techniques.
Maintain a professional appearance and manner at all times.
Ability to exercise judgment in evaluating situations and in making sound decisions.
Work schedule varies and may include working on holidays, weekends and alternate shifts as dictated by business and staffing levels.
Requires standing for extended periods, walking, pushing, lifting up to 25 pounds, bending and reaching, stooping, kneeling or crouching.
Excellent communication, organization, written and guest relations skills.
Strong organizational, project management and detail orientation skills, with the ability to multi-task in order to meet a variety of deadlines.
Strong interpersonal skills and a can-do positive attitude.
A true desire to satisfy the needs of others in a fast-paced environment.
Refined verbal and written communication skills.
Job descriptions and responsibilities are subject to change depending on business needs.

Responsibilities

Answer telephones within Hyatt service guidelines.
Qualify phone leads and send to appropriate sales manager with detailed information on potential event.
Maintain an orderly system to ensure the delivery of all messages to office staff
Prioritize work on a daily basis
Be pleasant and helpful with internal and external clients
Accurately type correspondence including memos, forms, contracts, and letters as needed
Input account, booking and profile information into the Envision system within the designated time frame and adhere to all guidelines as set forth in the Envision Procedures and Standards
When receiving a lead, ask for all pertinent information.
Set-up and maintain files in a neat and orderly manner adhering to the prescribed format
Assist with return phone calls (all calls/leads should be returned within 24 hrs).
Work with clients on details for catering and rooms only groups.
Complete Banquet Event Orders and Resumes for all group business for sales team.
Manage deposit schedule for groups and ensure payments are received and posted by deadline dates.
Create and maintain group blocks in Opera
Weekly review with DOSM on Group Pick for future room blocks.
Weekly sales meeting with entire Sales team
Make reservations and take care of amenities for Managers.
Follow-up by double-checking all VIP reservations and amenities.
Notify Manager of room assignment and status of amenity
Ensure that personal note accompanies all amenities
Assist with special project tasks, including mailings, sales blitz lists and other sales related activities
Schedule all in-house events and create/distribute BEO’s
Manage creation, distribution & tracking of gift certificates for hotel.
Produce menus, directional signage, table numbers, name tents, buffet cards, etc. as needed
Produce V.I.P reservations and follow up to ensure the guest will be accommodated upon arrival
Create Post Convention Reports, merge corresponding thank you letters
To develop working relationships with hotel department heads and operational areas
Execute administrative needs for special projects and events
Develop and implement a comprehensive social media strategy aligned with the resort's brand positioning and target audience.
Create engaging and visually appealing content for social media platforms, which include Instagram and Facebook.
Write inspiring captions, storytelling narratives, and persuasive copy that reflects the luxury and unique experiences offered by the resort.
Create a consistent schedule of content to ensure a constant and engaging presence across all channels.
Proof-read all correspondence for accuracy and readability
Practice safe work habits, wear protective safety equipment and follow MSDS and OSHA standards.
Perform other duties as requested by management.