SUMMARY
Provides effective administrative and operational support to the sales office to facilitate the smooth execution guests stay at assigned property/properties.
ESSENTIAL JOB DUTIES â— Maintains all marketing collateral material for the hotel.
â— Daily selects show rooms and verifies status of meeting rooms for site tours.
â— Meets with clients and gives site tours in the absence of the sales team leader; effectively and professionally conveys the necessary fundamentals and specific details of the sale to the client.
â— Sends requested information to prospective guests inquiring about the property/surrounding area.
â— Qualifies the needs of the client for sleeping rooms and meeting space (where applicable).
â— Signs up for & maintains relationship with third parties online that generate leads, including but not limited to: HotelPlanner.
com, BookMyGroup.
com, CVB and franchise specific lead generators â— Corresponds with potential and existing clientele in person, via email and over telephone.
â— Prepares and types documents for clients such as rate letters, group contracts, and other correspondence to build hotel/client relationship.
â— Enters group blocks/individual reservations in property management system, collecting deposits and/or secures payment method prior to arrival.
â— Coordinates assigned group activities through check-in.
â— Creates & maintains group files, correspondence, reports, and other documents as required.
â— Updates sales database (Sales Pro) as needed â— Monitors group pick-up and enters rooming list and/or observes cut-off dates and notifies manager of any guest request or issues that may impact guest relations â— Prepares group resumes & banquet event orders with pertinent group information and distributes to all departments â— Follows up with Guest Service Manager on rooming lists, VIP amenity delivery, changes in group booking agendas, cut off days, etc as prescribed by the Director of Sales.
â— Follows up with past clients by sending out surveys and conference service evaluations.
â— Attends staff meetings on a regular basis to take meeting minutes and provide administrative support for the management team.
â— Performs follow-up on reports or special assignments.
â— Creates fliers, mailers, certificates, etc.
to promote new business.
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