Sales Event Programming Coordinator

Omni Hotels & Resorts•Frisco, TX

1d•Onsite

About The Position

The Sales Programming Events Coordinator plays a pivotal role in creating engaging and enjoyable programs, activations, and events for hotel guests. As a Sales Programming Events Coordinator, you will be responsible for planning, organizing, and implementing a variety of recreational activities and assisting the sales team. The ideal candidate should be creative and committed to fostering an exciting and dynamic event calendar. Please note that while schedules change based on hotel occupancy, holidays, and seasonality, this position will primarily work a Wednesday-Sunday schedule. Scheduled shifts will include weekends, some holidays, and evenings/nights.

Requirements

Excellent communication skills (both oral and written).
Willingness to work a flexible schedule, which will often include evenings, weekends, and holidays.
Must have working knowledge of Microsoft office suite and outlook.
Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
Stand, walk or sit for an extended period or for an entire work shift.

Nice To Haves

Bachelor’s degree in related field or equivalent work experience is preferred.
Knowledge of Delphi software is beneficial.

Responsibilities

Collaborate with the Director of Rooms, Director of F&B and marketing team to design, plan, implement, and execute a diverse range of programs, activities, and events for guests (both fee-based and complimentary).
Assist with preparing and managing event budgets, ensuring efficient use of resources and adherence to financial budgets.
Foster positive relationships with guests, vendors, and partners.
Work closely alongside various all departments to ensure their understanding of event needs and the role each department plays in the success of the event.
Collaborate with operational departments to ensure seamless experience for guests.
Actively participate in the assurance of the safety and enjoyability of all programs.
Keep files updated with important reference materials, including vendor contracts, check requests, resumes, diagrams, recaps, and activity usage reports.
Maintain accurate records of program attendance, expenses, and feedback.
Generate regular reports to assess the success of programs and identify areas for improvement.
Organize regularly scheduled meetings to evaluate program successes and rooms for improvement.
Actively seek feedback and incorporate suggestions to continuously improve guest programs.
Use Delphi software to reserve space, create banquet event orders, and organize resume reports. Attend daily/weekly BEO and resume meetings as required.
Work within multiple platforms (including Eventbrite and Resort Pass) to track and sell event tickets and reservations.
Handle invoicing and accounting documents on a timely basis.
Assist the sales team by typing and distributing all correspondence, including proposals, booking notices, letters, contracts, etc. for assigned managers, ensuring that all correspondence is 100% accurate.
Utilize Delphi correctly, to ensure managers can accurately track, book and follow-up on all accounts/bookings.
Assist in the accurate distribution of lead caching by territory.
Assist Sales Team with all Site preparation and support with sales kits / brochures etc.
Assist managers with sales calls and participate in sites, FAMs, trade shows and other related market events as required.
Assist Sales with collecting & routing favors (e.g. rooms/loyals/VIPs/upgrades) for individual reservations through the Group Reservations Coordinator. Confirmed Group requests go through Group Reservations Coordinator/Conference Services Manager.
Maintain account/booking files and ensure that all information is included in file, i.e. accurate traces, turnover-checklist, history, letters, emails, deposits, letters, etc.
Ensure that all managers receive messages in a timely manner. (Messages to include name and phone number of callers, date and time call received).