Now Hiring - Travel Sales & Administrative Coordinator in Santa Barbara, CA

El Encanto, A Belmond Hotel, has been meticulously restored to capture all the romance and glamour that endeared it to both the local Santa Barbara community and visitors alike. Ninety-two quintessential, California-styled suites and bungalows dot the lush, terraced grounds featuring seven-acres of gloriously landscaped gardens with sweeping views of Santa Barbara and the Pacific Ocean. Original architectural features have been lovingly restored, including the historic, trellis-lined Arbor and Lily Pond. Modern additions to the expansive outdoor zero-edge pool and a new beautifully appointed boutique spa enhance the journey for today’s luxury-seeking guest.

We are seeking a dynamic coordinator to be responsible for administratively supporting the Director of Sales and Marketing, Sales and Marketing Teams, General Manager, and the Belmond Global Sales people as requested. Support the Transient Director of Sales with Travel Agent inquiries, supporting the Marketing Manager with projects and activations, supporting the Director of Sales and Marketing and General Manager with projects like processing gift certificates, handling VIP needs, supporting the Leisure Group Sales Manager on property and the Global Sales Managers by checking function space and issuing contracts and being the liaison between the our Global sellers and El Encanto, handling a myriad of tasks listed below, but also any additional work asked of you by all El Encanto hotel team members.

MAIN DUTIES AND RESPONSIBILITIES:

• Respond to inquiries, quote rates, manage comp requests, or travel agent discounts by phone and email process accordingly.
• Create detailed reservations in our Property Management System and send and confirmations to clients and Agents.
• Make VIP site visit reservations with a high level of detail to include room block, amenity, client profile, preview room on day of arrival and distribute corresponding site alerts as directed by each team member.
• Conduct site inspections on behalf of Sales and Marketing Managers, as needed.
• Perform Travel Agent / Consortia / Wholesaler amenity processing.
• Making reservations, noting the proper routing for billing on each reservation and for the group and entering rooming lists
• Handle requests for third party billing, commission inquiries, and proformas.
• Make all Sales entertainment meal reservations and S & P form given to the restaurant.
• Book / arrange Media stays, assists with site tours, liaison to depts for packages booked and activations created.
• Prepare and update media/VIP site alerts profiles and calendars alerting the property team when necessary.
• Organize all pre-arrival details of FAM Trips and execute FAM Resume as directed by each team member. • Manage all sales collateral inventory and client gift items. Notify DOSM when inventory needs replenishing
• Assist with providing property tours as necessary for media guests, VIP guests, etc oversee special amenities, agenda preparation, reservation and detailing for press trips, Belmond Executives visits, etc.
• Liaise with the PR team and Marketing & Communications Manager regarding reservation details.
• Assist Marketing with planning and internal coordination of photo shoots.
• Inform and communicate with all internal departments when executing an internal event.
• Assist with creating new and updating existing promotional materials/collateral by working with 3rd party graphic design agencies and approve all pieces with the Marketing manager.
• Assist Marketing with updating F&B outlet menus.
• In charge of updating all 3rd party website listings of our F&B menus through Single Platform.
• Assist with reordering/ordering new and already updated collateral.
• Work with the marketing team to coordinate day to day activities that lead to the completion of projects and tasks.
• Processing invoices in Workday and to the accounting team.
• Follow-up on outstanding invoices for program participation and suppliers, code properly, and process in Workday.
• Ensure that all invoices are paid on time.
• Attend meetings and take notes, as necessary.
• Assist the General Manager and Director of Sales and Marketing with projects
• Assist in sending emails and mailing letters
• Keep Sales and Executive office clean, orderly and all supplies in stock
• Maintain and keep updated an accurate Sales Production Report
• Assist in communicating with clients in response to questions or to provide clarification on on-going projects.
• Provide property tours as necessary for all team members, representing the property professionally and accurately.
• Prepare donation and service recovery certificates.
• Build new reservations for guests.
• Upon request provide guest relations room coordination and travel arrangements for clients of the sales team.
• Check function space availability and enter group bookings, updating status in Opera as directed by each team member and drafting group contracts
• Support Catering Sales Team and Conference / Event Planning Team in performing site visits and/or attending tastings
• Assist Catering Sales Team and Conference / Event Planning Team with any needs they may have
• Remind client of rooming list and deposit due dates in tandem with Conf Planning
• Assist in calculating attrition, alongside conference planning
• Assist in setting a communication schedule to clients for OTB pieces of business for the planning team to perform, in tandem with Conference Planning
• Match the OSC Opportunity ID to the booking you create in Opera
• Log property activities into the account in OSC so that the BCO has a current update on the account.
• Generate/execute BCO contracts and addendums and email to clients.
• Check function space for BCO and all sellers
• Block function space and guest rooms in Opera for BCO and all sellers
• Add attendee reservations into Opera from group rooming lists and set up routing according to the contract terms
• Once a group contract is executed, send a secure deposit link and post/charge deposit(s) in PMS.
• Manage cut-off dates in tandem with our Catering Event Manager
• Trace out and charge all subsequent deposits in PMS
• Monitor group pickup reports and follow up with clients when group is approaching cutoff date and has additional rooms in block that have not been picked up
• If additional Group rooms requested, work with Revenue Management on approval of additional rooms and add then into the block in Opera, if approved at the appropriate rate
• Ensure Opera and OSC are aligned
• Actualize traveled group blocks in Opera
• Ensure Opera matches contracted block/rates in total and by room type
• Use utilities and resources in a responsible manner to control waste.
• Communicate relevant information to the department, your line manager and across departments, as appropriate.
• Comply with safe working practices, Health and Safety policy and ensure accidents/defects are reported immediately.
• Attend learning and development courses and complete eLearning modules, as required.
• Demonstrate and be a role model of Belmond’s core values of Care, Confidence, Curiosity and Community.

Requirements

Essential requirements include:

• Professional appearance
• Professional verbal communication skills
• Possess strong English composition for correspondence and reporting
• Possess high level of attention to detail
• Highly proficient in Word, Excel, PowerPoint, knowledge of Opera, OSC a plus
• Work 40 hour work week on a consistent basis
• Ability to effectively present information and respond to questions from groups of managers, employees and vendors.
• Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.
• Absolute Quality Detailed Service Ethic
• Well rounded troubleshooting and problem solving techniques
• Multi-event prioritization skills.
• Strong interpersonal staff relations
• Ability to define problems collects data, establish facts and draw valid conclusions.

Desirable requirements include:

• Luxury hotel experience
• Multi-tasking Administrative Experience

Benefits

• Boutique, Spa Treatment, and Food & Beverage Discounts
• Other complimentary and discounted accommodations within Belmond

Location:

United States, Santa Barbara

Department:

Sales & Marketing

Employment type:

Full-time

Experience:

Entry level