Description
Perform administrative functions in support of the Sales, Catering and Event Management Team in an effort to provide timely and accurate service to internal departments and external customers.
Overall Functions:
Promptly answer telephone calls and distribute all relevant account communication to the appropriate managers and departments
Communicate with clients in a polite and professional manner
Create and distribute group resumes and email correspondence.
Delivering correspondence to various departments in the hotel via email and/or hard copy as directed by Event Manager.
Attend and take notes on changes at all BEO meetings.
Verify accuracy of accounts entered into Amadeus/Salesforce; maintain comments/activities, and deposit schedules in group bookings.
Create Booking Turnover file folders with all necessary copies of contracts, correspondence, deposit receipts, etc.
Assist and set up traces, monitor and manage 6 month, 3 month,1 month and 10 day deposits for all group business.
Create and send out invoices and receipts for all deposits.
Create and update all sales related folders on p-drive for use by Sales & Event Management staff.
Support the Sales Team “FAM” Trips, through creating and distributing invitations, updating RSVP lists and other tasks as directed by DOS
Act as a liaison between Sales & Catering Managers and other departments to properly communicate information needed for upcoming events including assisting with the distribution of BEOs and changes
Send out Thank You notes to all customers
Send out Site Inspection notifications to all departments through Outlook
Set up VIP reservations and amenities as requested through Sales & Catering Managers
Ability to manage details efficiently and skilled at verbal and written communication
Ability to demonstrate the 10 Service Basics
Assist with reports as requested by DOS, General Manager and District Manager
Perform other duties as requested by Management.
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