Sales & Events Coordinator (On-Site)

Hyatt Hotels Corporation; Austin, Northern (TX, KY); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health plans

401(k)

College savings

Employee stock purchase

Paid holidays

Free room nights

Wellbeing & education

Job summary

Hyatt seeks a Sales & Events Coordinator who will act as the liaison between the Sales Manager and on-site meeting contacts. You will deliver thoughtful customer service, respond quickly, and maintain a friendly, solution-oriented approach.

Key duties include coordinating with sales and catering, handling inquiries, preparing BEOs, and running weekly reports. Strong organizational and computer skills are essential to success.

Qualifications

• Must be a true people person with a focus on guest satisfaction.
• Strong communication and organizational abilities are essential.
• Proficient with computers and hotel management systems.

Responsibilities

• Serve as liaison between sales, catering and hotel departments.
• Provide thoughtful customer service by phone, email and in person.
• Assist with inquiries, changes and special requests from guests.
• Ensure timely follow-up on calls and communications, and communicate group needs to relevant departments.
• Assist VIP stays from reservations to amenities and thank-you notes.
• Prepare and distribute BEOs and Group Resumes; review group information ahead of arrival.
• Manage department calendars, travel schedules and weekly reports.
• Enter data in management systems and develop new procedures for tracking stays.
• Perform daily arrival checks to ensure accuracy and clear internal communication.

Skills

Customer service

Communication

Computer proficiency

Interpersonal skills

Detail orientation

Education

Four-year hospitality degree or equivalent

Job description

\"Hyatt is a place of learning – similar to a university. The company offers so many ways for me to learn and grow, both professionally and personally.\"

The Sales & Events Coordinator is the liaison between the Sales Manager and the on-site meeting contact. Must be able to communicate effectively and respond quickly. A friendly attitude; willingness to assist and ability to solve problems is a must. Organizational skills, computer proficiency, and communication skills are a must.

Responsibilities

• Serve as the departmental liaison between sales, catering and all other hotel departments.


• Thoughtful and thorough customer service on the phone, over email and in person.


• Assist Sales and Catering department with phone inquiries and lead forms; assist guests with questions, changes and special requests.


• Ensure no leads are abandoned and all calls are returned within four hours and requests are communicated to appropriate departments.


• Assist with VIP stays from reservation requests and preparation, to VIP amenities and thank you notes.


• Run weekly sales and catering reports.


• Manage department calendars and schedules.


• Assist with team travel schedules and trip preparation.


• Data entry in management systems; create and follow new procedures for tracking and managing client and guest stays.


• Daily checks of all arrival reservations to ensure information is added accurately and all departments are aware of relevant requests.


• Detailed checks of all weekly arrivals daily using customized arrivals report searching for any possible VIP guests, checking all listed requests for accuracy, adding pictures to PMS when possible.


• Coordinate catering menus, banquet set-ups, and audiovisual needs with clients.


• Creation and effective distribution of client’s BEO (Banquet Event Order) and Group Resumes.


• Review group resumes/BEO’s and convey all pertinent information to appropriate personnel one week prior to the group’s arrival/event.


• Facilitate communications between sales and operations by distributing group resumes and BEO’s at weekly operations meetings.

Ensure the following group functions are completed in an accurate and timely fashion:

• Prepare special billing and work with accounting to establish credit if necessary;


• Code VIP arrivals


• Communicate with sales managers and front desk on status of group information


• Keep an updated file on all upcoming groups


• Create trace file and maintain on a daily basis


• Keep credit card/cash deposits up to date


• Maintain complete knowledge at all times of:


• All hotel features/services, hours of operation.


• All room rates, special packages and promotions.


• Room availability status for any given day.


• Scheduled daily group activities.


• Assist accounting on follow-up for outstanding receivables for groups past 60 days due.

The hotels

When you stay at a Thompson Hotel, you are welcomed as a resident. With intuitive service, each guest is provided a tailored experience, enhancing their personal travel journey and bridging connections to the local perspective. Thompson's unique hotels are timeless destinations, creating distinctive experiences that transform your day, your trip, or even your life. Thompson Austin offers 212 luxury guestrooms and Suites plus 17 residences along with a 10,000 square foot wellness center, 3 restaurant which are also open to the public, an expansive pool deck and private cabanas and over 10,000 square feet of flexible and traditional event space.

The 193 king room tommie Austin is built for the spirited adventurer. Guest’s will be encouraged to explore Austin’s unparalleled offerings and in every square foot, tommie is an opportunity to meet and be inspired. Where art and atmosphere seep in from the surrounding neighborhood, and collaborations seep back out.tommie will feature a bespoke coffee and wine shop and allow guests to be the master of their own stay while still offering warm and authentic service.

The benefits & perks

We have you covered with an awesome rewards package! Health and welfare plans? We have a range of choices for you and your eligible dependents. Financial wellbeing? Got it! Opt into our 401(k) plan, College Saving Plan or the Employee Stock Purchase Plan. Oh, and we don’t want to leave out our lifestyle benefits! Paid holidays, vacation and sick leave, paid Family Bonding Time, Adoption Assistance, discounted and complimentary rooms at Hyatt locations across the globe, free colleague meals during shifts, wellbeing & educational assistance and many more!

Qualifications

• A true desire to satisfy the needs of others in a fast-paced environment.


• Ability to perform assigned duties with attention to detail, speed, accuracy, follow-through, courtesy, cooperativeness and work with a minimum of supervision.


• Refined verbal and written communication skills.


• Must be proficient in general computer knowledge


• Prefer a four-year hospitality degree or equivalent experience


• Interpersonal skills and the ability to work well with co-workers and the public.

Hyatt associates work in an environment that demands exceptional performance yet reaps great rewards. Whether it’s career opportunities, job enrichment or a supportive work environment, if you are ready for this challenge, then we are ready for you.

This is not your typical career opportunity. This is the Hyatt Touch.

All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Hyatt Regency Portland Convention Center | Portland , Oregon , US

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