Sales And Events Coordinator

OVERVIEW/BASIC FUNCTION:
Responsible for the coordination and smooth running of all aspects and functions of the Sales & Catering Department in accordance to Kona Village, A Rosewood Resort standards.  Acts as the lead communication touch point for both internal and external customers.  Acts as a support function for both the Director of Sales & Marketing and the Sales Director/Managers.  Assist/coordinate with Group & Events bookings. This position is to administratively support the Sales Department including coordination of all aspects and functions related to programs booked (pre-event/arrival, throughout event/arrival, and post event/departure) in accordance with and to Kona Village, A Rosewood Resort’s standards.
RESPONSIBILITIES:

•         Ensure that standards are maintained at a superior level on a daily basis.
•         Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
•         Maintain complete knowledge of clients’ requirements for in-house groups:

                          Nature of Event.
                          VIP’s and On Site Contact.
                          Rooming List.
                          Transportation.
                          Amenity and Spa requests.
                          Schedule of Events.
                          Attend and conduct, when necessary, Pre-Cons.
                          Payment/Billing arrangements.

•         Make room reservations as needed; including print & deliver VIP welcome notes and tracing amenities.
•         Work with all departments communicating and servicing groups prior to and while groups are in house  including preparing and reviewing  group resumes and group meeting requirements in Resort’s Resume Meeting.
•         Run resume meetings with department heads.
•         Be familiar with all hotel services/features and local attractions/activities to respond accurately to any guest inquiry.
•             Location of all hotel function space and names of each room/space.
•         Prepare all necessary reports
•         Provide a weekly summary of bookings (tentative and definite) as part of the weekly GRC meeting.
•         Contribute to the overall financial success of the Sales & Marketing Department.
•             Daily scheduled group functions, times, locations, amount of people and specified requirements.
•         Participate in weekly meetings as required.
•         Follow up on special arrangements to ensure compliance with such.
•         Ensure that all entries in Sales Force (Delphi.dfc) are accurate including setting up a file trace system for each Group booking that documents conversations with client, Sales & Event Sales Managers and other key hotel staff.
•         Promote positive guest relations at all times.  Work with all departments communicating and servicing groups prior to and while groups are in house.
•         Be able to conduct site tours of the property.
•         Answer all sales and event sales telephone inquiries in a pleasant, courteous and professional manner and ensure that all pertinent information is noted accurately and legibly and quickly communicated to the appropriate manager.
•         Anticipate guests' needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
•         Meet group coordinator/host(ess) prior to function, make introduction and ensure that all arrangements are agreeable.
•         Meet group meeting planners prior to function, make introduction and ensure that all arrangements are agreeable.
•         Check storage areas for proper supplies necessary to perform all daily tasks and order supplies on regular basis.
•         Maintain complete knowledge of correct maintenance, use of equipment & all safety guidelines.  Use equipment only as intended.
•         Draft and execute sales collateral and client / prospect presentations via Microsoft Word, Excel, and PowerPoint.
•         Book and manage “pop-up” meetings and functions within the Resort.
•         Load notes and traces into PMS for all group guests.
•         Perform all administrative duties in a tidy, organized manner and maintain offices in an orderly and guest ready environment at all times.
•         Process all purchase orders and special requests.
•         Identify client’s requirements in order that all operating departments can be fully informed and all services rendered, as promised.
•         Use Sales Force (Delphi.dfc) to create/update accounts or contacts within an account, create new group bookings, revise existing group & event sales bookings, merge group & event sales contracts and adjust clauses as necessary.
•         Maintain catering and conference services revenue, average check, post-convention reports.
•         Assist and support sales managers in preparing for sales trips and daily activities such as proposals, contracts, etc.
•         Maintain positive inner-hotel relationships with all hotel departments to expedite efficient communication.
•         Monitor and handle guest complaints and ensure guest satisfaction.
•         Meet group meeting planners & event sales clients prior to functions, make introduction and ensure that all arrangements are agreeable including when necessary running pre-con meetings with clients and hotel.
•         Weekly update GRC for GRC meeting.
•             All departmental/hotel policies and procedures.
•         Communicate all last minute changes, additions and cancellations of groups to hotel.
•         Run pre-con meetings with clients and hotel in conjunction with Operational team and Sales Managers/Director as required.
•         Work with other departments, Sales, Credit and Operations to ensure successful handling of group business and timely collection of bills.
•         Maintain complete knowledge of:
•         Prepare and review all group resumes and group event requirements and organize into chronological order.
•         Dress in a professional manner that complies with the Rosewood dress code.
•             All styles of meeting and banquet room set-ups.
•         Anticipate guests’ needs, respond promptly and acknowledge all guests regardless of work load and time of day and ensuring guest satisfaction.
•         Have complete familiarity with Rosewood, (brand positioning and core values) and its properties.
•         Use Opera to search for specific future or past reservations, add profile information as needed, knowledge of special codes and amenities, access, analyze and print folios for past guests, check rate offerings for specific rate codes, and other Opera functions as they become necessary.

 Others
    While this job description is intended to be an accurate reflection of the duties involved in this position, the company reserves the right to add, remove or alter duties when business need dictates.

EXPERIENCE & QUALIFICATIONS

• Work cohesively with co-workers as part of a team
• Computer skills for MS Word, MS Excel, and PowerPoint and Social Media Applications.       
• Follow directions thoroughly
• Must be able to perform job functions with attention to detail, speed and accuracy prioritization, organization and follow-up.
• Maintain confidentiality of guest information and pertinent hotel data.      
• Understand a guest’s service needs
• Be a clear thinker, remaining calm and resolving problems using good judgment
• Work with minimal supervision       

Education: 
High school diploma required, and minimum two (2) years of college.
Experience:
 Preferred 1-2 years’ operational or administrative experience for a luxury or ultra-luxury hotel/resort.  Prefer work experience be in the Sales, Marketing, Catering or Conference Services area.