Sales & Events Coordinator (Admin)
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Sales & Events Coordinator (Admin)

Accor HQ

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Sales & Events Coordinator (Admin)

About the job

JOB SUMMARY:     

Reporting to the Regional Director of Sales & Marketing, the Coordinator is responsible for coordinating and assisting in the daily operations of the Sales, Events and Event Servicing team and provides direct administrative support and assistance to Sales and Events Directors, Managers and the hotel General Manager as needed. 

 

QUALIFICATIONS AND STANDARDS:

EDUCATION: College degree or diploma in Hotel/Restaurant Management an asset.

 

TOOLS & EQUIPMENT: Must possess an advanced degree of knowledge in Excel and Word.  Knowledge of Opera an asset

 

PHYSICAL REQUIREMENTS: Sedentary work.  Exerting up to ten pounds of force occasionally, and/or negligible amount of force frequently or constantly to lift, carry push, pull or otherwise move objects, and long hours sometimes may be required.

 

SCHEDULE:  40 hour week, with the ability to be flexible within the week

 

MENTAL REQUIREMENTS:

  • Energetic, self motivated and flexible to change
  • Excellent verbal and written communication skills
  • Must be professional, enthusiastic, a strong team player and possess excellent organizational skills
  • Proven ability to meet deadlines in a fast paced work environment
  • Ability to multi task to accomplish job responsibilities
  •  Competency learning and using various technology, sales systems and digital platforms
 

Responsibilities

Telephones - Assist with answering telephones within 3 rings for the Sales and Marketing Office and directing calls appropriately.

Leads - Assist Sales and Events team by monitoring all lead sources and distribute leads to appropriate Sales and/or Events Manager based on deployment.

Reports - Prepare reports to include:

Reports for Daily AM Meeting

Production by Sales Manager

Detailed Catering Summary

Cancellation Summary

Activities Summary

Daily Events for next day (day of meeting)

VIP arrivals for next day (day of meeting) (look up profiles of

      AMEX Hotel Collection guests on LinkedIn to confirm they are not

      AMEX employees: if so alert Front Desk as may be Secret

      Shoppers)

Complete Month End Reports for Director’s review and approval including backlog, activity report and others as assigned

Other reports as needed specifically tasked with full knowledge of Opera Sales & Catering system and running of reports

Sites - On the day of a scheduled site visit, the coordinator must pick up site keys from the security desk, check assigned guestrooms to ensure that they have been turned over and present well, check all public/meeting space for any trash or out of place items and ensure all the lights are on. Should a manager require, site gifts should be put together for the client by the coordinator to be presented during the site by the seller

Meet and greet appointments in the lobby as necessary and transition to the correct seller.

Amenities - Process amenity requests in Royal Service and assure note card from Manager is brought to IRD,

Assist in maintaining an accurate client data base in Opera S&C and adherence to all Accor and Fairmont Copley Plaza standards.

Provide administrative support to the Sales and Events Team and General Manager including merging letters of agreement, expense reports, distribution of all event orders and resumes among other administrative needs.   

Follow up and collect all deposits for events and groups keeping the seller looped in on any overdue.

Coordinate all details of room blocks associated with in house weddings including:

  • introduction call (correspondence) following signing contract
  • Review of room block and other necessary contract clauses such as reservation release date and guest room types and special pricing
  • Coordination of VIP amenities, reservation room assignments and any other specific information to operations departments via proper distribution (VIP forms, email, resume and resume meeting)
  • Consolidation of all details into a resume to be shared with the operations team
  • Maintain current sales and promotion literature including selling kits, supplies and iPad collateral.
  • Conduct “shop calls” to competitive hotels to gain current market availability and rate information.

Coordinate Charitable Donations program

Order and stock office supplies, collateral, and giveaways for Sales and Marketing Team and Executive Office.  Prepare purchase requisitions for departmental supplies through Birch Street.

Complete Vendor Addition Forms for new groups contracted for commission payouts

Participate in hotel and sales and marketing training programs when applicable.

Train in all coordinator tasks to assist as necessary and assist in training peers on job duties to develop strong cross trained team.

Attend meetings, take minutes and draft notes as required.

Have a complete knowledge of hotel services and accommodations.

Maintain regular attendance, as required by scheduling, and in compliance with hotel standards.

Approach all encounters with guests and employees in a friendly, service-oriented manner.

Ensure prompt and courteous service is extended to both internal and external customers.

Comply at all times with hotel standards and regulations to encourage safe and efficient hotel operations.

Maintain high standards of personal appearance and grooming, adhering to the proper dress code and wearing nametag while working

Other administrative duties as assigned.


Why work for Accor?
We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities.
By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit 
https://careers.accor.com/

 

Do what you love, care for the world, dare to challenge the status quo! #BELIMITLESS

Closed

Sales & Events Coordinator (Admin)

Boston, MA, United States

Full-time, Indefinite

Start Date:

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