Group & Catering Sales Conference Services Coordinator

What’s in it for you…

• Insurance enrollment is available from day 1. 
• Paid time off accrual beginning day 1. 
• Holiday pay available from day 1. 
• 401(k) enrollment after 30 days. 
• Complimentary parking and associate meals. 
• Hotel and travel discounts at select regional locations. 
• Promotional opportunities. 

The impact you’ll make…

The Group and Catering Sales Conference Services Coordinator is responsible for assisting the Group, Conference Services, and Catering team in achieving revenue and customer satisfaction goals by efficiently and effectively coordinating all conference services, catering, and group segment efforts. Successful candidates will exude high energy, positivity, be self-motivated, possess excellent verbal and written communication skills, and demonstrate strong organizational and time management skills.

You’ll enjoy this job because…

• You want to learn and grow in the field of Group, Conference Services, Catering Sales & Events.
• You’re detail-oriented and have a strong focus on accuracy.
• You enjoy applying knowledge to business processes.
• You’re self-motivated to achieve success.
• You enjoy working in a fast-paced environment.

What you’ll be doing…

• Assist the sales team in preparing proposals, contracts, BEOs, and assign electronic leads as directed.
• Enter group bookings and event space in the property’s Sales & Catering system.
• Create master SRPs for rates codes, groups, and miscellaneous tasks. 
• Prepare and distribute weekly BEOs and Resumes to appropriate operating departments.
• Create, update, and maintain sales & catering files.
• Verify previous day banquet checks with the accounting team to audit receipt and accuracy. 
• In collaboration with the sales team, conduct any walk-in or scheduled tours for social blocks and corporate/group potential clients as needed in the absence of the sales team.
• Assist the DOSM, DOM, and DOCCS in developing and producing promotional flyers and marketing material, while maintaining all digital assets.
• Produce sales & catering material to include but not limited to name badges, tent cards, menus and menu cards, and other miscellaneous related collateral.
• Assist in managing the BEO book and daily change log.
• Inspect showrooms and ready meeting space for site tours and client meetings; prepare and distribute Daily Site Tour list.
• Assist the Conference Services, Catering Sales & Banquet department in setting meeting rooms, and respond to guest needs as necessary, as needed and depending upon staffing levels.
• Maintain a professional and creative attitude while dealing with internal and external customers.
• Special projects as assigned by the DOSM and DOCCS.
• Answer general sales office phones when sales staff is not available. Respond to all sales inquiries accurately, timely, and in a professional manner.
• Type correspondence, reports, and necessary forms i.e. contracts, as well as prepare proposals or other letters as directed.
• Coordination of all group and wedding business as contracted by the sales &/or catering manager/DOS. Contact and provide appropriate follow-up on all signed/contracted business within five (5) working days. Determine and coordinate all needs of the customer.
• Responsible for effectively communicating with the various departments to ensure that the meeting and related functions are executed to exceed the client’s expectations.
• Account Service and Management: Maintains well documented, accurate, organized, and up-to-date file management to serve client and employer in the most expedient, organized, and knowledgeable manner.
• Develops strong customer relationships through appropriate client communication and the use of professional, courteous, and ethical interpersonal interaction.
• Support sales personnel to achieve required sales team goals.
• Have current knowledge of hotel rates, strategies, discounts, and promotions.
• Have effective communication and complete data entry in information systems with the hotel team to disseminate details of upcoming group, meeting events and special events in the primary marketing area.
• Promptly, the same day or by 10am the next business day, follows-up on all customers’ needs and inquires in an efficient and expedient manner.
• Represents themselves and the hotel with the highest level of integrity and professionalism, a service focused approach and a caring, sincere attitude always.
• Exhibits a positive and involved team attitude to all hotel departments and maintains open communication with all co-workers for the best overall performance of the hotel.
• Display a neat, clean, and business-like appearance always.
• Assists the Sales and Catering department with monthly luncheons, client events, etc.
• Conduct walk-in tours
• Create gift bags for guest traces, VIP’s, etc. Keep supplies stocked and on hand.
• Work with sales & catering team on all group turnover and proper execution of the groups. 
• Special projects as assigned by the Director of Sales & Marketing

Requirements…

• High School Diploma or equivalent.
• Demonstrate excellent interpersonal and customer service skills.
• Must be able to effectively communicate with a variety of personality types and situations.
• Demonstrate excellent time management skills with proven ability to meet deadlines.
• Advanced knowledge/use of Microsoft Word applications: Word, Excel, Publisher, PowerPoint, and Delphi.
• Maintain a high degree of organization and accuracy.
• Able to sit at a desk/computer for hours at a time.
• All other duties as assigned, requested, or deemed necessary by management.

About First Hospitality…

Founded in 1985 and based in Chicago, First Hospitality is a forward-thinking hotel development, investment, and management company. First Hospitality’s strategic vision is to create value for all through excellence and an openness to doing things differently.

First Hospitality seeks to attract and retain a high-performing and diverse workforce in which employee’s differences are respected and valued to better meet the varying needs of the customers we serve. FH fosters an inclusive work environment that promotes collaboration, flexibility, and fairness. Equal Opportunity Employer.