Sales Coordinator

EXCHANGE HOTELS MANAGEMENT; Las Vegas (NV); On-site; USD 42,000 - 62,000; Full time

Job summary

Hyatt Place Las Vegas is seeking a Sales & Catering Coordinator to support the Sales Team with event planning, client communications, and administrative tasks. You will coordinate group blocks, rooming lists, deposits, and catering details to ensure seamless events.

The role involves preparing banquet event orders, liaising with kitchen staff, and facilitating site inspections, vendor coordination, and post-event follow-up. Strong communication and organizational skills are required.

Qualifications

• Experience coordinating events and sales support is preferred.
• Strong written and verbal communication skills.
• 1 year upselling or sales support experience is preferred.
• Familiarity with event planning systems or software is a plus.

Responsibilities

• Coordinate efforts and provide administrative support for the Sales Team.
• Discuss food and beverage needs with clients and lead planners.
• Create banquet event orders and communicate details to kitchen and banquet staff.
• Run reports and manage group blocks, rooming lists, and deposits.
• Assist in site inspections, fittings, and vendor coordination.

Job description

Job Details: Job Location: Hyatt Place Las Vegas - LAS VEGAS, NV, Position Type: Full Time, Salary Range: Undisclosed, At Hyatt Place Las Vegas in the Silverton Village, we believe our guests select Hyatt Place because of our caring and attentive team members who are focused on providing efficient service and meaningful experiences. The primary role of the Sales & Catering Coordinator is responsible for coordination of efforts and administrative support for the Sales Team. A list of General Responsibilities are listed below, but not limited to, as well as a summary of daily, weekly and monthly tasks attached. In addition, the Sales & Catering Coordinator meets with clients or lead planners to discuss food and beverage needs for their event. In some instances, the coordinator may work directly with the client and handle all aspects of catering for them. Beyond sales and customer service, this role is also responsible for managing the details for client food orders. This includes creating banquet event orders and ensuring that relevant details are communicated to both the kitchen and banquet staff. Efficient use of event management programs, email, and room diagram software is often essential for good performance.

General Responsibilities:

• Responsible for initiating the event detailing process with the client upon a contract is signed for both Hyatt Place and Silverton events.
• Responsible for initiating group pre-arrival tasks upon a group contract is signed. These involves creating group blocks in Opera, inputting rooming lists in Opera, assists in any all reservation logistical needs and changes, creates reservations weblink, processes group and catering deposits, and creates Group Resumes.
• This role facilitates group resume meetings to make sure that all department heads are aware of all pre-arrival information of the groups that will help achieve a successful arrival process and a memorable stay.
• Acts as a liason of the group and makes sure that all pertinent details and needs of the group are met. Communicates all group details to department heads.
• Assists in the preparation of site inspection rooms and meeting spaces to make sure that is in order prior to the client arrives for the hotel tour.
• Run reports as requested by DOS and Catering Manager and for month end purposes.
• Processes meeting planner points for contracted group and events.
• Handles plugging in monthly actuals in Envision/Event Management System for all group blocks and Catering Events.
• Processes commissions for all groups with contracted commissions.
• Responsible for creating BEO and floor plans and presents to the client for review. Assists in adjusting BEOs for necessary revisions and makes sure that these changes are communicated to appropriate departments.
• Attends client tastings and wedding rehearsals. Submits a recap of tasting feedback items to the Chef and Catering Manager.
• Responsible for coordinating and working with vendors as needed in the success of the event.
• Handles post event internal actualization and processes such as generating folios reflecting daily charges and submits information to Banquet Manager and Accounting and sends out event recap to all departments.
• Data entry using Envision, Microsoft Word and Excel and creates promotional flyers as needed.
• Copying and distributing of internal/external letters, forms, bookings, contracts, resumes, room lists, schedules, and mail. E-mail correspondence directed by managers as needed. Filing, faxing, and distribution of incoming/outgoing mail. Assist making and distributing marketing collateral.
• Answer general phone calls and inquiries and pre-qualify the needs of the guest to help provide better information to the DOS and Catering Manager.
• Maintain an accurate and up-to-date filing system.
• Assists in Gallery/Front Desk when needed.
• Assist in setting-up and teardown of events. Accountable in making sure that all tasks are completed prior to each event.
• Responsible for all other tasks in the job checklist provided by the Director of Sales.

General Job Responsibilities and Duties:

• Maintain a high quality of guest service according to Silverton Be Amazing Service Standards.
• Thorough knowledge of applicable Company and departmental policies and procedures as well as the willingness to learn and follow any policy or procedure that may be introduced in the future.
• Adhere to all appearance and uniform standards.
• Maintain an open line of communication with Managers.
• Maintain a positive and professional demeanor during all interactions with guests, fellow Team Members, and Vendors.
• Ability to accept performance feedback in a professional manner.
• Regular attendance on all scheduled shifts is considered an essential function of the job.
• Arriving on time for all scheduled shifts is considered an essential function of the job.
• Other duties as assigned.

To perform the job successfully, an individual should demonstrate the following Silverton Values:

• Character: Always do the right thing and treat everyone with dignity and respect.
• Collaboration: Celebrate Diverse ideas, thought and talents.
• Care: Be KIND to yourself and each other.
• Fun: Our guests are here to have FUN, so we should have FUN, too!
• Excellence: Be Amazing!

Skills, Education & Other Requirements:

• Upselling: 1 year (Preferred)
• Regulations: 1 year (Preferred)
• Service Oriented: 1 year (Preferred)
• Ability to communicate effectively both verbally and in writing.

Required Work Cards:

• Identification that establishes identity
• Identification that establishes the right to work in the United States