Sales & Catering Coordinator (Hotel) - Sun Peaks, Canada - Sun Peaks Grand Hotel

Sun Peaks Grand Hotel

Verified Company

Sun Peaks, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Role Proposition:

Accountabilities:

Support:

Be the onsite contact and representative for our offsite Sales Team
The ability to build rapport from a distance is an asset
Liaise between different departments within the hotel to ensure smooth communication and optimal guest experience
Process all incoming phone inquiries and communicate them accurately and efficiently to the appropriate Sales Manager
Assist Sales Managers with the creation of new blocks and Request for Proposals
Construct and coordinate any contracts and addendums under the direction of Sales Managers promptly
Create file folders of confirmed events by ensuring all details entered in our system match the contract and are distributed to different departments
Establish, maintain, monitor, and update all group blocks in Opera as well as in the Catering Files
Ensure all group details from the guest rooming requirements to catering aspects are correct
Ensuring the details of the events are carried out in an above satisfactory manner
Produce and update sales correspondence, including proposals and contract templates and collateral as required
Assist with implementing strategies to achieve departmental goals and financial profitability
Support Sales Managers with any other tasks required

Sales:

Coordinate all arrangements for cateringonly events and special events, including but not limited to Holiday Events, Food and Wine Events, and Promo Events
Consult with customers to determine objectives and requirements for events, such as meetings, conferences, weddings, social gatherings, ski groups, or conventions
Confirm meeting space and guestrooms for groups based on current departmental parameters and follow up with contract and catering details
Assist clients in Food and Beverage selection by providing guidance and maximizing upselling opportunities
Coordinate and participate in all client and/or hotel operations team phases for catering and banquet functions
Effectively manage client budget to maximize revenue. Consult with multiple departments to ensure we make "smart" business decisions to maximize profit
Create, manage, and distribute Banquet Event Orders and floorplans promptly to the Client and the Hotel Operations teams. Within the BEO, include detailed information on client meeting room setups, number of persons attending, times of the meetings, audiovisual equipment requirements, entertainment requests, agendas, food and beverage requirements, and billing instructions
Create Group Resumes and distribute them promptly
Host the weekly Group Resume meeting to ensure all departments are prepared and updated for each group's arrival
Meet and greet the convener and guests upon arrival to build relationships and to review all details for upcoming functions
Conduct Pre-Convention meetings with the convener, their staff and key hotel contacts for introductions and a complete review of the program details when necessary
Be the onsite contact for the convener and be a liaison for the clients to put them in touch with the proper department should any issues arise
Follow up with guests after departure to ensure service levels are exceeded and for postevent analysis for improvement strategies for future events
Effectively manage and update reservations and events in Opera
Maintain Catering Database in Opera and periodically ensure all catering menus and catering resources are updated in Opera
Monitor the group's deposit and cutoff policy to ensure they are being adhered to
Review Event Bills for accuracy before invoicing the clients

Administration:

Some duties include making reservations, checking availability, answering inquiries, creating proformas, and directing the client to the appropriate department or manager
Create and distribute gift certificates, VIP amenities, Parlour Cards, Welcome Signs, Directional signage, or any other inhouse material required by the Sales and/or Operations team
Support any Marketing and Promotional needs of the Sales team and DOSM as needed. This includes creating any inhouse material, such as creating elevator signs and approving Social Media material created by MDM
Assist in purchasing and maintaining inventory on promotional items, cards, and office supplies

Technology:

Onsite Opera Champion, updates all Sales & Catering menu items
Maintaining accurate profiles of accounts, bookings, and reservations.
Oversee Revinate marketing for groups

Secondary Responsibilities:

Relationship Management
Conduct Sites, and attend tradeshows, and client service events, outside or at the hotel, to qualify needs and secure business
Work closely with all departments, especially with Front Desk and the Food and Beverage team
Update Adtel messages monthly
Organize and order specialty branded items with Wayside for the Sales and Catering Team
Regular correspondence with our marketing partners to create and