Sales & Events Coordinator

Job Purpose:

The Sales & Events Coordinator is the primary support for the Sales & Catering team at the Red Lion Inn. Primary functions include distribution of contracts and other supporting materials after group business has been booked, billing of groups, and fielding in-coming calls & emails when the directors are in need of assistance or away offering basic group sales information. The Coordinator acts as a representative from the Sales & Catering team both on and off property and supervises group events in conjunction with the Banquet Manager. They also serve as a liaison between the client and operating departments to help ensure a successful meeting/event and to generate repeat business. Will be prepared to help out as needed in undefined roles.

Sales Administration Job Responsibilities:

· Maintain guests’ databases and update guests contact information across all systems.

· Input rooming lists.

· Keep food and beverage group menus up to date.

· Performing administrative tasks such as billing, scanning documents, and typing correspondence.

· Maintain open communication with the Director of Sales, Director of Catering Sales, Banquet Manager and Food and Beverage Director in order to maximize F&B sales and facilitate functions.

· Assist in the distribution of internal communications daily, including, but not limited to, weekly and monthly sales reports, 90-day reports, kitchen reports.

· Assist in managing Open Table weekly and/or daily with new/cancelled group reservations.

· Assist in managing and updating event bookings in Delphi.

· Maintain strong ongoing relationships with historical, existing and new accounts.

· Communicating with customers via phone, email or Teams/Zoom to answer questions about products or services.

· Assist DOS with promotional events, sales blitzes and prospecting.

· Assist DOS and DCS with making arrangements for visiting clients, prospects and VIP guests.

· Assist in arranging and conducting planned and unannounced site visits for potential clients.

· Assist traveling DOS and DSC with needs that may arise while on the road, i.e. checking availability and history, looking up contact information, keeping up with leads, making special arrangements.

· Aid in booking of group events as needed by the sales team.

· Maintain a working knowledge of lodging and meeting room configuration and types.

· Send out follow-up letters, on behalf of the Sales Manager and DOS after events.

· Comply at all times with Red Lion Inn standards and regulations to encourage safe and efficient operations.

· Maintain a warm and friendly demeanor at all times.

· Respond to guest requests and complaints in a timely manner.

· Embrace the Red Lion Inn/Main Street Hospitality Core Values of Kindness, Embrace Change, Invest in Community, Responsibility and Integrity.

· Attend all required meetings.

· Communicate and work with various other departments to get certain tasks and goals accomplished.

· Be a team player.

Events Coordinator Job Responsibilities:

· Attend and confer with restaurant managers at banquet event order meetings. Move into role of running BEO meeting.

· Review daily change logs and update and distribute BEOs and staff accordingly.

· Coordinate between sales and operations staff.

· Supervise banquet staff scheduled for each function in conjunction with the Banquet Manager

· Ensure consistent presence of banquet staff in all functions in conjunction with Banquet Manager

· Responsible for the timely set-up of all banquet functions in conjunction with the Banquet Manager

· Ensure timely replenishment of buffet in all banquet functions in conjunction with the Banquet Manager

· Accurately bill functions.

Requirements:

· High school diploma or GED.

· An Associate’s or Bachelor’s degree in business administration or similar preferred.

· Previous experience in sales administration, or similar roles.

· Exceptional interpersonal and customer service skills.

· Advanced knowledge of administrative record keeping.

· Familiarity with sales reports and sales records.

· Proficiency with spreadsheet software and Delphi preferred.

· Excellent written and verbal communication skills.

· TIPS, ServSafe, and Allergen certified (or capable of becoming certified).