Catering Coordinator

1 Hotel Kauai, L.L.C.; Hanalei (HI); On-site; USD 42,000 - 54,000; Full time

Job summary

Starwood Hotels in Hawaii is seeking a Sales and Marketing Coordinator to support the Sales & Marketing team with general office duties, drafts proposals, loads bookings into the property management system, and maintains client profiles. With some sales team members remote, you will host client-facing opportunities and assist in selling guest rooms, catering and banquet facilities.

The role requires a post-secondary diploma, 2+ years in a similar role, and strong administrative, organizational,

Qualifications

• A post-secondary diploma or degree in a related field.
• 2+ years of experience in a comparable position.
• Strong administrative, organizational, and technical skills.
• Detail oriented with ability to meet deadlines.

Responsibilities

• Answer telephone and respond to inquiries in a pleasant manner.
• Answer client / bookers questions about facility services and packages.
• Serve as the point of contact for clients via phone and email.
• Generate reports, prepare proposals, and coordinate with clients & suppliers.
• Gather materials and assemble information packages (brochures, promo kits).
• Manage sales managers' schedules, appointments, and travel.
• Assist sales team by filing documents and communicating key info.
• Arrange and coordinate meetings, events, and appointments.
• Record, transcribe and distribute minutes of meetings when needed.
• Perform site tours with potential clients.
• Monitor and respond to incoming communications.

Skills

Administrative skills

Customer service

Time management

Communication skills

Education

Post-secondary diploma or degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Position Overview

The Sales and Marketing Coordinator's primary role is to perform general office duties to support the Sales & Marketing team e.g., sending emails, drafting proposals and contracts, loading bookings and rates on to the property management system and maintaining customer and company profiles. Due to some sales team members being remote, the Sales and Marketing Coordinator will be empowered to host client facing opportunities. The Coordinator will assist in selling guest rooms, catering services and banquet facilities as directed. They will also provide high-level administrative support by conducting research, preparing statistical reports, collecting, and processing sensitive data, resolving guest issues and perform other tasks related to the position.

Responsibilities

• Answer telephone and respond to caller inquiries in a pleasant manner.
• Answer client / bookers questions about property facilities/services (e.g., hours of operation, rates and room types, packages, promotions, entertainment, restaurants etc.).
• Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests.
• Generating reports, preparing proposals, collections details, coordinating with clients & suppliers.
• Gather materials and assemble information packages (e.g., brochures, promotional materials, sales demo kit, welcome kit, amenities etc.).
• Manage and maintain sales managers schedules, appointments, and travel arrangements.
• Assist sales team by managing schedules, filing important documents, and communicating relevant information.
• Arrange and co-ordinate meetings, events, and any appointments.
• Record, transcribe and distribute minutes of meetings when needed.
• Perform hotel site tours with potential clients.
• Monitor, screen, respond to and distribute incoming communications.
• Other duties as assigned by Director of Sales or leadership team.

Qualifications

A post-secondary diploma or degree in a field of study related to this profession; 2 or more years of experience in a comparable position and/or an equivalent combination of education and experience. Strong administrative, organization, and technical skills. Proficient in Microsoft Office (Outlook, PowerPoint, Word etc.). Must be detail oriented and accurate. Ability to manage multiple priorities, goal oriented and must meet deadlines. Strong interpersonal skills and guest service oriented with a sincere, friendly and helpful personality. Willing to “pitch-in” and assist colleagues with their job duties and be a team player. Excellent verbal and written communication skills. Flexibility to meet the demands of a 24-hour operation and work a varying schedule to reflect business needs of the hotel.

Equal Opportunity Statement

Starwood Hotels is an Equal Opportunity Employer. We believe in a diverse, sustainable workforce with an empowered, inclusive culture. We are committed to non-discrimination on any protected basis covered under applicable law. If you require any special accommodations, please visit People Operations.