Groups & Events Sales Coordinator

Provide clerical/administrative support to Directors and Sales Managers in coordinating and disbursing information relating to sales and service.

Responsible for global pace of a group :

-    Answers effectively to all leads coming in

-    Manages and follows up of all leads in order to convert into DEF status

-    Issues all GC&E contracts, ensures contracts come back signed as well as deposits as per contractual timeframe

-    Issues internal BEO through Delphi to inform all operations about the event

-    Manages rooming lists/SRPs/routing information in PMS

-    Welcomes and greets guests upon arrival in coordination with operations

-    Ensures smooth event through regular contact with operations

-    Thanks and greets guests upon departure, running exit interview process

-    Checks accuray of group bills and gives instructions to Front Office to close groupmaster.

-   Follows up on smooth payment of event after departure (Unless pre-paid)

-  Conducts site inspections with potential customers, visits guest rooms, meeting space and banquet facilities, as well as other hotel facilities.

-  Enters data using Delphi, ONQ R&I, OnQ PM, Microsoft Word and Excel.

- Manages in a proper and efficient way all communications with external guests, as well as internal colleagues

- Answers telephone and assists internal and external guests with requests.

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job.

-          Ability to handle multiple customer and operational demands with a high degree of professionalism, operating often with time sensitive deadlines. 

-          Ability to use time management skills to complete tasks timely, meeting required deadlines. 

-          Interpersonal skills to provide overall guest satisfaction for internal/external guests. 

-          Ability to work under pressure and deal with stressful situations during busy periods. 

-          Skilled with the use of multi-line telephones and with voice mail. 

-          Proficiency in the use and operation of computer systems: Word, Excel, PowerPoint, and other systems (i.e., Access, Outlook, and other relevant programs). 

-          Office machine experience: fax, photo copiers with sorting and stapling ability. 

-          Knowledge of alphabetical filing systems. 

-          Excellent communication skills to include the ability to read write and speak the English language to fully comprehend guest requests, memos, proposals, general correspondence and similar written materials. 

EDUCATION

 Higher School Certificate.

Degree from a recognised institution preferred.

EXPERIENCE

At least 2 years of experience in guest contact areas of the hospitality industry.

One year experience as administrative assistant in related field preferred.