Sales and Catering Coordinator

We’re looking for enthusiastic, fun, and energetic people who take the work seriously, but not themselves. Let’s see if we’re a fit. We hope so.

Position: Sales, Events & Operations Coordinator for Trilith Guesthouse

The Sales and Catering Coordinator will assist the Sales, Catering, Event Management & additional hotel teams in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications through the sales & operations teams. Other duties will include, but not be limited to, light selling, event detailing, and other operational requests from the sales & events team.

Hospitality/Conduct requirements

Be knowledgeable about and follow the company's mission statement and values. Understand who our guests are and how we service our guests, demonstrate professionalism, take ownership and ensure guest satisfaction

What you have

• High School diploma or equivalent
• Associate Degree from 2 year college and/or two to three years of related experience or training
• Equivalent combination of education and experience
• Hotel management training and reservations training desired
• English language, both written and spoken
• Strong computer skills, including excellent knowledge of Word and Excel software programs.
• Proficiency in one or more of the following systems: Marriott CI/TY or Opera preferred
• Perform job functions with attention to detail, accuracy and speed to meet deadlines.
• Multi-task prioritizes, organize, delegate work and follow through. Analyze and resolve problems.
• Knowledge of market trends, competition and key customers of the hotel.

What you'll do

• Approach all encounters with guests and employees in a friendly, service-oriented manner
• Maintain regular attendance in compliance with Mainsail Lodging and Development / Trilith Guesthouse standards, as required by scheduling which will vary according to the needs of the hotel
• Maintain high standards of personal appearance and grooming, which include wearing the proper uniform, if required by position
• Maintain Sales / Events files in an organized fashion and as per specified standards.
• Process contracts, proposals, and general correspondence for sales/catering staff, as needed
• Process and distribute event orders, banquet checks, revisions, guarantees, event reports, group resumes and Daily Event Sheets for the Events Team
• Answer phones for sales/catering staff if not picked up by third ring; Record messages as appropriate. Qualify incoming inquiry calls and ensuring all inquiries are dealt with accurately, timely and in a professional manner
• Employees must always be attentive, friendly, helpful, and courteous to all guests, managers, and fellow employees
• Process and distribute RFP’s based on Sales Teams deployment.
• Assist managers on creative projects including proposals, direct mail pieces, invitations, special events, etc.
• Maintain timely and effective paper flow and communication within department and to other departments
• Work with Events Team on detailing upcoming functions as needed, obtain guarantees, confirm arrangements, etc.
• Assist guests and clients with small changes, requests, etc., and completes needed paperwork for Manager
• Site inspections for the department as needed including meeting with walk-ins if sales team is unavailable
• Enters group leads, builds opportunities and quotes in CI/TY
• Maintain constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files
• Monitor/Ordering of office supplies and sales collateral to ensure we are always properly stocked with full packets, collateral, supplies and promotional items
• Organize in house deliveries, amenities, welcome letters, transportation schedules, etc. as needed
• Other 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
• Coordinate and prepare EO for special events as directly by the team
• Administrative support to General Manager and entire Executive team, as needed

Physical Demand  

• Flexible and long hours sometimes required.
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Ability to sit or stand for extended periods of time
• Ability to communicate clearly
• Ability to travel if needed

Mental Demands  

• Make sound judgments quickly
• Work on multiple tasks, making appropriate progress towards deadlines
• Able to work independently, take direction and provide direction to others
• Manage differing personalities within the office, the hotel and the community
• Maintain the highest degree of confidentiality
• Ability to work effectively in stressful, high-pressure situations
• Ability to effectively handle challenges in the workplace, including anticipating, preventing, identifying and solving problems as necessary

Benefits 

• Full-time Associate Benefits 
• Medical, Dental, & Vision | HSA & Flexible Spending Account Options | Basic Life & Disability Plan Options | 401K Retirement Plan | Paid Time Off | Holiday Pay | Career Training & Development Opportunities | Tuition Reimbursement | Bereavement Leave | Employee Assistant Program (EAP) | Jury Duty (May vary by state) | Employee Discounts | Employee Referral Bonus | Free meal for all full-service hotel employees 
• Part-time Associate Benefits 
• All above listed benefits except for Medical Insurance and Holiday Pay 

Mainsail is an Equal Opportunity Employer and it does not discriminate on the basis of actual or perceived race, color, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity expression (including transgender status), sexual orientation, marital status, parental status, military service and veteran status, political affiliation, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances.