Sales Coordinator - Cassara

Grand-Pacific-Resorts-5; Carlsbad (CA); On-site; USD 32,000 - 40,000; Full time

Job summary

Sheraton Carlsbad Resort & Spa in Carlsbad, CA is seeking a Sales Office Assistant to support the hotel sales team and drive group, corporate, and catering bookings. The role includes processing leads, preparing proposals, and ensuring a high level of guest service and brand integrity.

The position requires strong communication, budgeting acumen, and hands-on event support. It includes duties across sales, catering, and conference services with a team-focused approach.

Qualifications

• Must possess strong leadership and customer relations skills.
• Good communication skills, both written and verbal.
• Budgeting and basic accounting capabilities are required.
• Familiarity with hotel operations and event-related processes is a plus.
• Ability to read and write at a professional level for proposals and contracts.

Responsibilities

• Assist the Director of Sales & Marketing and team in selling the hotel concept to groups, corporate, leisure and catering prospects.
• Prepare proposals, contracts, sales kits, and site inspection materials.
• Answer incoming sales calls and respond to leads; act as face of the sales department.
• Qualify leads and route to appropriate manager; upsell F&B, room upgrades, and AV services.
• Manage group room reservations, rooming lists, attrition, and billing as needed.
• Produce banquet/catering event orders and assist with event setup, service and breakdown.
• Support event execution and provide hands-on help during meetings and functions.
• Coordinate with operations for small group logistics and post-event follow-up.

Skills

Leadership

Customer relations

Communication

Budgeting

Accounting support

Tools

Accounting software

Job description

POSITION PURPOSEProvides support to the Cassara Hotel sales office with varied tasks in order to help meet and exceed budgeted and booking revenue goals. Tasks range from basic office skills, accounting support and group detailing and servicing.*PAY RATE LISTED INCLUDES SERVICE CHARGES* ($23 - $29/hr.)ESSENTIAL FUNCTIONSEnthusiastically and proactively assist the Director of Sales & Marketing, Sales Managers, and Executive Meeting Managers in the sale of the Hotel concept to group, corporate, leisure, and catering prospects in a way that best illustrates the identity of the brand as innovative and new.Provide client support to include processing client leads, investigating hotel and preferred guest program issues, and acquiring or sending collateral materials.Prepare proposals, contracts, sales kits, and assist with site inspection preparation.Act as the “face of the sales department” by answering incoming sales calls, responding to leads, and serving as the “lead catcher.”Qualify incoming leads and distribute to the appropriate manager based on segmentation.Listen to and read the customer; identify opportunities to upsell customers through food & beverage offerings, room upgrades, additional meeting space with room rental, AV and lighting upgrades, and spa facilities, if applicable.Assist in managing group room reservations, rooming lists (cut-off dates or extensions), attrition projections and room block utilization, billing, special requests, amenities, banquet event orders, audio-visual needs, individual reservations with direct billing requirements, etc.Follow proper event management procedures for event execution to include, but not limited to, BEO creation, F&B forecasting, resume communication, amenity/VIP designation, and room block management.Produce and distribute accurate banquet/catering event orders, timelines, diagrams, and resumes within the timeframe set by the hotel.Assist with the setup, execution, service, and breakdown of meetings, banquets, catering events, and other hotel functions as needed. This may include setting tables and meeting rooms, placing event materials and amenities, assisting with food and beverage service, replenishing event areas, and assisting with post-event breakdown and reset.Provide hands-on support during events to ensure the successful execution of client programs and a positive guest experience, working closely with the Sales, Catering, Conference Services, and Operations teams.Assist in logistical support for small group and catering meetings for key clients.Provide hotel support to include following up on outstanding responses, calling, faxing, and emailing clients with responses and answering requests.Partner with Operations in providing a customer experience that exceeds the customer’s expectations.Provide support to Westin and Hotel Solea, as needed, to support business levels, events, meetings, and operational requirements. This may include assisting with sales, catering, event setup/breakdown, guest service, and other duties consistent with the needs of the business.Demonstrate flexibility and willingness to work across the Cassara Carlsbad and Westin Carlsbad properties, recognizing that both properties are part of the same ownership group and operate as a collaborative team.Look for ways to improve processes and enhance sales systems.Be an active part of the property team supporting and developing the desired Grand Pacific Resorts culture.Drive product quality and a unique guest experience at every opportunity.Take pride in the overall look and feel of the hotel, never walking past something out of place.Maintain a refreshing attitude focused on positive, friendly interactions with guests and staff.Develop and maintain strong interdepartmental relationships and open communication lines to assure efficient transfer of information.Be familiar with all company policies and benefits.Perform all other duties as assigned by the Director of Sales & Marketing, Sales & Catering Manager, and General Manager.Other:Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the resort. In addition, attendance at all scheduled training sessions and meetings is required.Upon employment, all employees are required to fully comply with Sheraton Carlsbad Resort & Spa rules and regulations for the safe and effective operation of the resort’s facilities. Employees who violate resort rules and regulations will be subject to disciplinary action, up to and including termination of employment.SUPPORTIVE FUNCTIONSIn addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:Assist with any guest inquiry.Enforce hotel safety standards.Any other duties as assigned.SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIESThe individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:Must be able to speak, read, write and understand the primary language used in the workplace.Must be able to read and write to facilitate the communication process.Requires good communication skills, both verbal and written.Considerable knowledge of complex mathematical calculations and computer accounting programs. Budgetary analysis capabilities required.Extensive knowledge of the hotel, its services and facilities.Must have excellent leadership capability and customer relations skills. Most tasks are performed in a team environment with the staff member acting as a team leader. There is minimal direct supervision.Must be detail oriented with outstanding organizational and communication skills.Must possess basic computational ability.Must possess basic computer skills.Knowledge of computer accounting programs, math skills as well as budgetary analysis capabilities required.Ability to analyze, forecast data, and make judgments to ensure proper payroll and production control.Ability to effectively deal with internal and external customers some of whom will require high levels of patience, tact and diplomacy and collect accurate information to resolve conflicts.Thorough knowledge of federal, state and local laws governing equal employment opportunity and civil rights, occupational safety and health, wage and hour issues, and labor relations, including, but not limited to the following statutes and their state and local analogues (where applicable): Title VII, ADEA, Equal Pay Act, Pregnancy Discrimination Act, FLSA, ADA, OSHA, FMLA, and NLRA