Sales and Event Coordinator

Sales and Events Coordinator

The Hyatt Regency John Wayne Airport Newport Beach, Sales, and Events Coordinator is responsible for supporting the sales and event team members of the hotel administratively, and for delivering outstanding customer service with all customer interactions.

• Respond to incoming phone inquiries for catering, group, and local corporate volume business.
• Monitoring Sales Funnel Report (5 times per day) checking leads in Envision and monitoring their status i.e., should not be lead or referral once assigned

• Prepare Event Orders, Diagrams and Group and Event Resumes (DDR’s) as per Sales and Events distribution SOP’s to Operating departments.
•  Collect estimated balances for catering and group business via e-sertifi as per hotel accounting payment SOP’s.
• Assist Sales managers (entering leads into Envision, responding to leads in Cvent, Visit Anaheim, Visit Newport Beach, Wedding Spot
• Printing out morning documents ( Arrivals for the next day, Cognos Reports – DDR, Revenue Management Report DDR) Make sure printers are turned on and paper trays are filled.
• Manage Sales/Events office needs Inventory- Operating supplies, sales kits, collateral for sales kits, stationery
• Replenish Sales Folders for the S&C Managers in case of pop-up sites, scheduled sites (Banquet Menus, Meeting guides and AV Specs- these are all found in the Sales Collateral folder in the F Drive). Keep 5 – 10 sales folders above the BT/Admin filing cabinet.
• Check communication boxes at the Front desk to check if we have any mail and sales reports.
• Assist sales managers with blocking meeting space in event diary, scanning, typing, printing out docs, filing, answering queries, operating supply and stationery orders, business card orders etc.)
• Preparing POs for invoices (Helmsbriscoe; other commission invoices, yearly renewals)
• Assisting with billing and reconciliation
• Coordinating with Envision Trainer on Envision queries
• Welcome note cards for BT guests daily
• Create/Log & Send Gift Certificates.
• Make/ distribute V.I.P Amenities
• Complimentary request forms (When group resumes go out, check if there are any complimentary guest rooms. If there are, complimentary request form must be filled out and signed by GM and copies given to Accounting (Winnie) and Reservations (Arlene or Anne)
• Create Hotel/Event Signage
• Contacting Hyatt Service Desk for any application issues
• Uploading photos on Hyatt Brand Manager to get approval and ID numbers
• Coordinating with IT Amicus on issues
• Coordinating payment with HR Payroll Manager on purchases
• Work with DOSM on Visit Newport Beach TBID Funds reporting, coordination, and filing
• Creating Ad hoc excel reports (E.g., Budgets Report, Tentative Review Report etc.)
• CENDYN  - Input of Event menus on to the Cendyn portal
• Input of Event menus in Envision EMS
• Social Tables – assistance with the details of this application/creating function space diagrams
• Ordering and preparing name badges for all employees of every department in the hotel
• Preparing Breakfast coupons for groups for Banquets/F&B
• Assistance with food labels for events for Banquets F&B
• Assisting Operational Managers with orders (business cards, hotel collateral)
• P.O. clean up / filing *

Skill Set

• Advanced Microsoft Office Skills
• Excellent verbal and written skills
• Knowledge of hotels Sales systems
• Knowledge of hotel PMS systems
• Excellent Organizational skills
• Excellent time management skills
• Ability to multi-task and prioritize tasks/projects
• Ability to work in a demanding environment
• Positive Collaborator and Team Player