Sales & Catering Coordinator

Job Description

OVERVIEW/BASIC FUNCTION

Responsible for the coordination and smooth running of all aspects and functions of the Sales & Catering Department in accordance to Rosewood Sand Hill standards. Acts as the lead communication touch point for both internal and external customers. Acts as a support function for both the Director of Sales & Marketing and the Sales Directors/Managers. Assist/coordinate with Group & Events bookings. This position is to administratively support the Group & Catering Sales Department including coordination of all aspects and functions related to programs booked (pre-event/arrival, throughout event/arrival, and post event/departure) in accordance with and to Rosewood Sand Hill standards.

Essential Duties and Responsibilities – (Key Activities)

• Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
• Ensure that standards are maintained at a superior level on a daily basis.
• Maintain complete knowledge of clients’ requirements for in-house groups:
•        Nature of Event.
•        VIP’s and On Site Contact.
•        Rooming List.
•        Transportation.
•        Amenity and Spa requests.
•        Schedule of Events.
•        Attend and conduct, when necessary, Pre-Cons.
•        Payment/Billing arrangements.
• Contribute to the overall financial success of the Sales & Marketing Department.
• Follow up on special arrangements to ensure compliance with such.
• Meet group coordinator/host(ess) prior to function, make introduction and ensure that all arrangements are agreeable.
• Book and manage “pop-up” meetings and functions within the Hotel.
• Anticipate guests' needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
• Promote positive guest relations at all times. Work with all departments communicating and servicing groups prior to and while groups are in house.
• Be familiar with all hotel services/features and local attractions/activities to respond accurately to any guest inquiry.
• Monitor and handle guest complaints and ensure guest satisfaction.
• Meet group meeting planners & catering clients prior to functions, make introduction and ensure that all arrangements 4are agreeable including when necessary running pre-con meetings with clients and hotel.
• Identify client’s requirements in order that all operating departments can be fully informed and all services rendered, as promised.
• Prepare and review all group resumes and group meeting requirements and organize into chronological order.
• Meet group meeting planners prior to function, make introduction and ensure that all arrangements are agreeable.
• Run resume meetings with department heads.
• Ensure that all entries in Sales Force (Delphi.dfc) are accurate including setting up a file trace system for each Group booking that documents conversations with client, Sales & Catering Managers and other key hotel staff.
• Run pre-con meetings with clients and hotel in conjunction with Operational team and Sales Managers/Director as required.
• Load notes and traces into PMS for all group guests.
• Weekly update GRC for Monday meeting.
• Assist and support sales managers in preparing for sales trips and daily activities such as proposals, contracts, etc.
• Have complete familiarity with Rosewood, (brand positioning and core values) and its properties.
• Participate in weekly meetings as required.
• Provide a weekly summary of bookings (tentative and definite) as part of the weekly GRC meeting.
• Be able to conduct site tours of the property.
• Dress in a professional manner that complies with the Rosewood dress code.
• Maintain catering and conference services revenue, average check, post-convention reports.
• Work with all departments communicating and servicing groups prior to and while groups are in house including preparing and reviewing group resumes and group meeting requirements in Hotel Resume Meeting.
• Communicate all last minute changes, additions and cancellations of groups to hotel.
• Work with other departments, Sales, Credit and Operations to ensure successful handling of group business and timely collection of bills.
• Perform all administrative duties in a tidy, organized manner and maintain offices in an orderly and guest ready environment at all times.
• Draft and execute sales collateral and client / prospect presentations via Microsoft Word, Excel, and PowerPoint
• Answer all sales and catering telephone inquiries in a pleasant, courteous and professional manner and ensure that all pertinent information is noted accurately and legibly and quickly communicated to the appropriate manager.
• Anticipate guests’ needs, respond promptly and acknowledge all guests regardless of work load and time of day and ensuring guest satisfaction.
• Maintain positive inner-hotel relationships with all hotel departments to expedite efficient communication.
• Use Sales Force (Delphi.dfc) to create/update accounts or contacts within an account, create new group bookings, revise existing group & catering bookings, merge group & catering contracts and adjust clauses as necessary.
• Use Opera to search for specific future or past reservations, add profile information as needed, knowledge of special codes and amenities, access, analyze and print folios for past guests, check rate offerings for specific rate codes, and other Opera functions as they become necessary
• Make room reservations as needed; including print & deliver VIP welcome notes and tracing amenities.
• Maintain complete knowledge of correct maintenance, use of equipment & all safety guidelines. Use equipment only as intended.
• Maintain complete knowledge of:
• Daily scheduled group functions, times, locations, amount of people and specified requirements.
• Location of all hotel function space and names of each room/space.
• All styles of meeting and banquet room set-ups.
• All departmental/hotel policies and procedures.
• Check storage areas for proper supplies necessary to perform all daily tasks and order supplies on regular basis
• Process all purchase orders and special requests.
• Prepare all necessary reports

Others

While this job description is intended to be an accurate reflection of the duties involved in this position, the company reserves the right to add, remove or alter duties when business need dictates.

Required Skills

• Must be able to perform job functions with attention to detail, speed and accuracy prioritization, organization and follow-up
• Be a clear thinker, remaining calm and resolving problems using good judgment
• follow directions thoroughly
• understand a guest’s service needs
• work cohesively with co-workers as part of a team
• work with minimal supervision
• Maintain confidentiality of guest information and pertinent hotel data.
• Computer skills for MS Word, MS Excel, and PowerPoint and Social Media Applications.

Qualifications

• High school diploma required, and minimum two (2) years of college.

Experience

• Preferred 1-2 years’ operational or administrative experience for a luxury or ultra-luxury hotel/resort.
• Prefer work experience be in the Sales, Marketing, Catering or Conference Services area.

Rosewood Sand Hill provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Pay

The pay scale for this position is between $25.96 and $29.71/hour. This is the pay range for this position that the Hotel reasonably expects to pay.

Decisions regarding individual rates will be based on a number of factors, such as experience, type of hotel luxury experience and/or Fine Dining Restaurant Experience.

About Us

Rosewood Sand Hill, a luxury hotel in Menlo Park, California, opened in 2009. Nestled on 16 acres of pristine property in Silicon Valley, the five-star rated hotel offers a retreat for Bay Area executives and entrepreneurs, as well as local residents and visitors. The historic California ranch-style architecture melds with fragrant gardens and stunning views of the Santa Cruz Mountains to create a unique atmosphere that appeals to all types of guests.

Rosewood Sand Hill provides 121 guest rooms that are perfect for relaxing or rejuvenating with resort-like amenities and high-quality service. Guests can indulge at Sense, A Rosewood Spa®, or delight in the freshest local ingredients at Madera Restaurant. There are many different experiences available at this beautiful property; whether you're looking for a peaceful getaway or a lively place to dine and drink, Rosewood Sand Hill has something for everyone.