Sales and Event Coordinator

SMI Hotel Group; Richmond (VA); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Paid Time Off

401K plan with company match

Hotel discounts

Paid holidays

Early access to earned wages

Job summary

SMI Hotel Group seeks a proactive Sales & Events Coordinator to provide administrative support to the Sales Manager and General Manager. You will act as a liaison between clients and hotel departments, directing each team’s role for on-site events and ensuring seamless execution.

The ideal candidate is energetic, learns new software quickly, and can multitask while delivering exceptional customer service. Prior hotel/event experience is a plus, with a strong focus on organization and

Qualifications

• High school diploma or GED required.
• 2–3 years executive office experience preferred.
• Proficient with Microsoft Office (Word, Excel) and able to learn new programs.
• Experience with Adobe Acrobat Writer.
• Strong listener, effective communicator, detail oriented.
• Fast-paced environment with deadlines; dependable and proactive.

Responsibilities

• Provide administrative support to Sales Manager and General Manager.
• Coordinate communications among departments for events.
• Manage group blocks, event records, and payments.
• Prospect leads and coordinate site visits.
• Maintain sales materials and meeting minutes.
• Answer calls and log inquiries in the sales system.

Skills

Customer service

Communication skills

Multitasking

Organizational skills

Microsoft Office

Hospitality experience

Attention to detail

Self-starter

Education

High school diploma or GED

Tools

Adobe Acrobat Writer

Sales database / CRM

Job description

We are in search of a full-time Sales & Events Coordinator. In addition to providing administrative support to the Sales Manager and the General Manager, the Sales & Events Coordinator will act as a liaison between the customer and the hotel by directing each department within the hotel as to their specific role in the on‑site event. The ideal candidate is a high energy individual with a friendly demeanor, a self‑starter with the ability to learn new computer programs, can multitask and complete projects in a timely manner. This person should demonstrate exceptional customer service and problem‑solving skills; must be a highly motivated individual who is eager and ready to accept additional responsibilities when needed.

Benefits

• Health, dental and vision insurance (full-time employees)
• Paid Time Off (full-time and part-time employees)
• 401K plan with company match (full-time and part-time employees)
• Hotel discounts (full-time and part-time employees)
• Paid holidays (full-time employees)
• Early access to earned wages

Responsibilities

• Strives to consistently ensure a high level of customer service throughout the pre-event, event and post event phases of hotel events; handles events of all levels of complexity.
• Ensures that regular, ongoing communication is happening in all areas of event operations (e.g., BEO meetings, pre-event briefings, staff meetings, front desk, housekeeping, food and beverage team, culinary team). Continually communicates a clear and consistent message regarding departmental goals to produce desired results.
• Manages and executes the terms of the contract for the group/ program as outlined by the Sales Manager and per hotel standards
• Has a natural ability to be creative when executing the client’s vision while maximizing revenue
• Maintains a high level of service by continually providing accurate and timely information and feedback to all supporting departments
• Ensures timely completion of Group Resumes and BEO's, providing to each department for all arriving groups and/or events.
• Builds and maintains all Group Blocks and Posting Masters in PMS
• Finalizes and balances groups and events for payment processing
• Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
• Coordinates site visit preparation with Sales Manager
• Generates group and/or corporate leads through internet prospecting, networking, and telemarketing.
• Follows consistent sales office procedures by updating sales database; record account activity, call reports, traces, and history.
• Manages social media outlets
• Assists with coordination of in-house customer visits
• Assists Executive Office with the preparation of correspondence and reports.
• Maintains, edits, and publishes sales materials, and meeting minutes
• Coordinates office supplies and procedures.
• Provides outstanding friendly, professional information and assistance to clients and guests.
• Answers telephone promptly in a pleasing manner and accurately logs information of direct inquiries and inputs information in sales operating system.
• Checks voicemails, e-mails and faxes and follow up accordingly.
• Compose and type correspondence as needed.

Knowledge, Skills And Abilities

• Previous hotel experience is preferred
• Ability to communicate effectively, both orally and in writing
• Skills in organizing and coordinating work, ability to work without direct supervision
• Ability to understand and follow specific instructions and procedures
• Ability to perform simple accounting procedures
• Ability to maintain confidentiality of records and information
• Skill in the use of operating copiers, printers and scanners
• Must be detailed oriented and able to prioritize work
• Must be customer service oriented and have excellent hospitality skills
• Must be able to manage multiple tasks calmly and efficiently
• Strong communication skills, both written and verbal
• Strong attention to details, possess organizational skills and multi-tasking capabilities
• Strong phone presence and solid customer service skills

Minimum Qualifications, Education And Experience

• High school diploma or GED
• Minimum two to three years executive office experience preferred
• Proficient with Microsoft Office including Word and Excel and the ability to learn new programs quickly
• Experience with Adobe Acrobat Writer
• Must be a good listener, effective communicator and detail oriented
• Individual will be expected to meet deadlines, work with little supervision and be flexible to handle interruptions
• Must have strong, positive guest and employee relation skills
• Ability to work in a fast paced business and handle deadlines
• Must be positive, upbeat and have an energetic attitude
• Must be dependable and have good work ethics
• Must be a self-starter and have a confident demeanor
• Must be able to establish professional relationships within the hotel and manage confidential information
• Prior work experience in the hotel industry and/or banquets is a plus

We are an equal opportunity employer and prohibit discrimination/harassment 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.