Now Hiring - The Westgate Hotel - Sales & Catering Coordinator in San Diego, CA

Full description of the position

The Sales & Catering Coordinator plays a crucial role in supporting the sales & catering team to achieve revenue targets and ensure the smooth execution of sales activities. This position serves as a key point of contact for clients and internal stakeholders, managing administrative tasks, coordinating event logistics, and assisting in the implementation of sales strategies. As the Sales & Catering Coordinator, you are responsible for providing exceptional customer service, maintaining organized records, and facilitating communication between departments to deliver seamless guest experiences while maximizing sales opportunities. These responsibilities help ensure the sales & catering team operates efficiently and effectively, contributing to the overall success of the organization. ESSENTIAL DUTIES/RESPONSIBILITIES: * Provide strong administrative support: prepare proposals, contracts, BEOs, quotes, reports and correspondence with speed and precision. * Respond to and qualify incoming sales leads--via phone, email, or in-person--within 24 hours. * Monitor and revise group room blocks and pick-up to maximize hotel room inventory. * Interact collaboratively with and communicate requirements of clients to all hotel departments through resumes, banquet event orders, pre-convention meetings with clients, internal departmental meetings, and weekly banquet event order meetings. * Professionally represent the department and the property by participating in and/or conducting client and industry functions including site inspections, pre and post-con meetings and industry events as needed * Completes administrative tasks supporting all group sales efforts as including but not limited to: preparing sales kits, organizing files, reading contracts, preparation of invoices, purchasing of office supplies, data entry, reading/understanding BEO's, maintain filing system * Route daily change log, distribute weekly group rooms & events packet. * Answer telephone calls, take messages, and schedule appointments * Assist with preparation for upcoming sales trips, trade shows, events, etc * Input definite groups into the PMS, ensuring inventory is accurately blocked and billing is set up accurately * Input rooming lists, make all changes/cancellations to group reservations and communicate with key group contacts and internal team members as necessary * Audit and verify group inventory, including pickup and cut-off dates * Communicate with the Sales Department regarding questions that stem from groups. * Enter weekly group pickup into Delphi * Maintain organized and accurate records of client interactions, bookings, and sales activities. * Respond promptly to inquiries from prospective clients, providing detailed information about the hotel's services and amenities. * Assist with the coordination of client site visits, meetings, and follow-up communications. * Build and maintain positive relationships with clients, ensuring a high level of customer satisfaction. * Collaborate with the events and operations teams to ensure all client requirements are met and events are executed flawlessly. * Assist in the coordination of group bookings, ensuring all details are accurately communicated and managed. * Oversee event logistics, including room setups, catering, AV requirements, and other special requests. * Participate in site inspections and support meeting planners; prepare sales materials, updated proposals, and promotional collateral as needed. * Assist with in-house booking requests ADDITONAL RESPONSIBILITIES: * 40 hours over a five-day period; typically, Monday-Friday: days and times vary based on needs * Must be able to work some weekends to oversee event execution and be on-site hotel contact * Must be able to work some holidays when necessary * Perform special projects and other responsibilities as assigned. Participate in task forces and special hotel committee's as required COMPETENCIES: * Minimum of 1 year in hotel sales & catering department * 1-2 years of Front Desk or equivalent hospitality experience preferred. * Strong Communication and computer skills with proficiency in Microsoft word and excel * Must possess outstanding organizational, interpersonal, administrative skills, and time management skills as well as excellent attention to details * Knowledge of opera PMS and delphi preferred * The ability to show empathy and patience towards colleagues and clients MOTIVATIONS: * Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization * Self-Starter: Inspired to perform without outside help * Work-Life Balance: Inspired to perform well by having ample time to pursue work and interests outside of work * Growth Opportunities: Inspired to perform well by the chance to take on more responsibility