Sales & Events Coordinator

Loews Hotels & Co; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

Join a prestigious hotel in New York City as an Administrative Assistant. You'll support Sales and Catering Managers in delivering exceptional service, managing contracts, and coordinating events. This role requires strong administrative skills and attention to detail in a fast-paced environment. If you thrive on providing excellent customer service and enjoy a dynamic workplace, this opportunity is for you.

Qualifications

• Strong administrative skills required.
• Ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Assist Sales and Catering Managers with proposals and contracts.
• Provide exceptional customer service to clients and internal departments.
• Coordinate reservations and manage event execution.

Skills

Customer Service

Attention to Detail

Time Management

Job description

Loews Regency New York Hotel has a legacy of luxury - expertly orchestrated and masterfully performed. Located in midtown Manhattan, the property seamlessly blends its iconic Art Deco design with modern sensibilities, craftily merging form and function to compliment 50 years of service expertise. Welcome to our Park Avenue Allure.

The Administrative Assistant assists Sales Managers, Catering Managers, and Conference Managers in providing world-class contracting, preparation, coordination, and servicing of the hotel customer base. They administer proposals, contracts, and written correspondence in conjunction with the Sales/Catering team to communicate contractual information, event details, and changes in conference programs to appropriate hotel operating departments and partnering teams.

Duties and Essential Functions

• Manage multiple tasks and projects with accuracy in a fast-paced environment.
• Maintain strong administrative skills and attention to detail.
• Provide exceptional customer service both over the phone and in person to customers and internal departments.
• Manage different personalities, work styles, and needs effectively.
• Write, review, and distribute emails, correspondence memos, letters, and customer-specific communications as requested.
• Assist in preparing regularly scheduled reports.
• Handle return phone calls, qualify leads with additional details, and help clients with upcoming group details.
• Coordinate reservations and amenities for managers, ensuring rooms are ready and amenities are delivered prior to arrival.
• Assist with special projects, including mailings, sales blitz lists, and other sales-related activities.
• Prepare contracts for Sales and Catering Managers, merge, alter, and distribute for tentative bookings.
• Assemble proposals and regret correspondence for Sales and Catering Managers.
• Create Post-Convention Reports and merge corresponding thank you letters.
• Conduct site visit tours as needed for Sales and Catering clients.
• Send initial contact template responses to Catering inquiries with basic hotel information.
• Assist in managing the execution of small one-day meetings or room-only programs.
• Work directly with Operations/Restaurant to coordinate function handling.
• Communicate with Catering and Conference events to inform cut-off dates and review pickup reports for availability.
• Assist with event execution, including walking meeting rooms to ensure setup accuracy, greeting meeting planners, and communicating requests to relevant departments.
• Perform other duties as assigned.

The wage range for this position, based on experience, is $25.60 to $32.00.