Group Sales Coordinator

*_Group Sales Coordinator_* Beach House Hotel, Hermosa Beach, CA Full-time · Entry level · Requires working some PM shifts and weekends *Job Summary* The Group Sales Coordinator is an essential member of the team.
This role aids the Director of Sales by completing administrative tasks in a timely and accurate manner.
We are seeking a Group Sales Coordinator to provide support to the team with their skills and professionalism.
This role will include a wide variety of administrative functions.
*Responsibilities* * Support all Sales and Conference activities.
* Prepare Sales and Conference related correspondence including, but not limited to Proposals, Group Room Blocks, Rooming Lists, Billing, Invoices, BEO’s and Menus.
* Complete and distribute sales folders for each group or event in a timely manner to front desk to include all necessary documents, billing, resume and banquet checks prior to group arrival.
* Assist in preparation of welcome notes, thank you notes, amenities and gifts for clients and guests.
Communicate final bill, thank you and questionnaire to group after departure.
* In-House contact for meeting planners.
Assist and meet with clients to finalize all meeting room set ups, equipment requirements, menus and sleeping room needs.
* Assure quality control for conference services.
Personally inspect the meetings rooms prior to each event to ensure that the set-ups are correct.
Greet each meeting planner daily on site.
* Ability to work and communicate with all departments.
Act as a liaison between sales department and all other departments.
Direct communication with the catering company to facilitate the food and beverage needs of customers.
* Work with Director of Sales to maintain event calendar.
Prepare weekly event document with detail and distribute to each department.
* Inventory and order collateral, food, beverage, amenities, promotional materials, office supplies and any other needs for the hotel, sales office and conference areas.
* Answers phones, qualifies incoming inquiry calls and ensures all inquiries are dealt with accurately timely and in a professional manner.
Provide proper phone coverage with the Director of Sales for the sales office.
* Conduct and participate in site inspections for existing definite business as well as with other prospective customers to help close business.
* Must be able to convey information and ideas clearly.
* Must maintain composure and objectivity under pressure.
* Must be effective in handling problems in the workplace including anticipating, preventing, identifying and solving problems as necessary.
* Must be effective at listening to, understanding, clarifying and resolving the concerns and issues raised by coworkers and guests.
* Must be able to work with and understand financial information, data and basic arithmetic functions.
* Approaches all encounters with guests and Associates in an attentive, friendly, courteous and service-oriented manner.
* Maintains regular attendance in compliance with Beach House standards as required by scheduling which will vary according to the needs of the hotel.
Possible weekends and PM shifts based on business demands.
* Maintains high standards of personal appearance and grooming which include compliance with Beach House dress code and wearing name tag when working.
* Complies at all times with Beach House standards and regulations to encourage safe and efficient hotel operations.
* Demonstrates awareness of established goals for each department and the role played in Sales process to achieve and/or exceed these goals.
* Assists managers on creative projects including proposals direct mail pieces invitations special events etc.
* Quotes prices for meeting inquiries and works with Director of Sales to handle small groups of less than 10 rooms and small meetings of less than 10 people.
* Assists guests and clients with small changes, requests, etc.
and completes needed paperwork for Manager.
* Completes regular, monthly, quarterly and annual reports as needed pertaining to group room pickup, catering sales, meeting room revenue and total budget.
* Confirms with clients for guaranteed numbers for functions based on catering company protocol and communicates final confirmation to catering.
* Attends Sales Meetings and Staff Meetings.
* Others items as they relate to the Sales and Marketing effort of the hotel as well as any other items as needed by entire management staff.
* Any other duties as assigned by DOS specific to respective property.
*Qualifications and Requirements* * Computer and telephone skills * Strong Customer service skills * Ability to juggle multiple projects with concurrent deadlines * Demonstrates self-confidence, dependability, integrity, initiative, and positive demeanor * Well-organized, detail oriented and manages time well * Excellent verbal and written communication skills required * High School Diploma or equivalent is required * Two (2) plus years’ experience in an administrative role within an upscale hotel * Knowledge of food and beverage operations preferred * Must have a solid working knowledge of Microsoft Office products; Word, Excel, PowerPoint, and Outlook.
*Physical Requirements* Position requires exerting well-paced mobility as well as the ability to maneuver between functions occurring simultaneously.
Must be able to bend, stoop, squat and stretch to fulfill tasks.
Must be able to lift 15-40 lbs.
on a regular and continuing basis.
Requires manual dexterity, grasping, writing, standing, sitting, walking, repetitive motions, bending, and climbing.
*Benefits* After an initial waiting period, those hired into full time positions are eligible for a competitive benefits package that includes the following: * Medical, Dental, and Vision Insurance Coverage * Vacation, sick and holiday pay * 401k Retirement Plan *Pay range unavailable* Job Type: Full-time Pay: $28.
00 - $30.
00 per hour Benefits: * 401(k) * Dental insurance * Flexible schedule * Health insurance * Paid time off * Vision insurance Schedule: * 8 hour shift * Evening shift * Monday to Friday * Weekends as needed Experience: * Hotel/Admin: 2 years (Required) Shift availability: * Day Shift (Preferred) * Night Shift (Preferred) Work Location: In person