Banquet Sales Coordinator

Please send your resume with job title in the subject line if interested. We look forward to meeting you!

Miyako Hybrid Hotel Sales Department is looking for a part-time Sales Coordinator with previous hotel or admin experience for our sales department to work mainly with the banquet department. This position has a potential to become full time.

Please see the job duties below....

'Sales Coordinator position maintains high quality of guest service by accommodating guest requests and concerns as they arise throughout the shift. Takes care of VIPs. Also assists the Sales Manager with whatever the Sales Manager needs to insure all tasks are carried out.

The Sales Coordinator supports the assigned Sales Managers in their day-to-day work by word processing, filing, follow-ups and distribution. He/she ensures smooth paperwork flow for the Room Sales Managers and Catering Sales Managers assigned to this person and receives and answers questions in the absence of the Rooms and Catering Sales Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

* Maintains VIP arrival list & disseminates.

* Makes any and all arrangements for VIP stays.

* Place welcome cards and amenities in VIP rooms.

* Greets and escorts VIPs when necessary.

* Demonstrates knowledge of operations for tenants and hotel outlets.

* Organized sales office filling and distributions.

* Need good computer skill. (Excel& Word)

* Maintains professional attitude with guests, co-workers and management.

* Supports and implements the Hotel-wide procedures and Local Department procedures.

* Supports and implements four-diamond level of service.

* Knows and understands the hotel policy that regular attendance and punctuality is expected of all employees.

* Filing, E-mail, faxing assistance.

* Assists with other tasks as requested.

* Conducts site visits when sales managers are absent.

* Books incoming business when sales managers are absent.

* Attends and participates in meetings, training programs, and department events such as weekly sales meetings and special promotions.

* Performs other tasks that are required by the General Manager.

* Confers and cooperates with all department managers to ensure communications are accurate to achieve guest satisfaction.

* Maintains working knowledge of Hotel Safety and Evacuation Plan.

* Promotes teamwork within the department and among all hotel staff.

* Types corporate rate agreements and sends them to clients. Upon receipt of a signed

Contracts, communicate with Reservations Department to create new rate plan codes.

* Updates the corporate rate plan codes list and disseminates.

* Creates reservations.

* Answers telephones for various inquiries.

Sales – Groups

* Create new groups in Sales Force.

* Prepares rooms contracts.

* Controls Sales Force and Epitome for any changes such as changing in group status.

* Controls due dates: Make sure we receive signed contracts and rooming lists on or before due dates.

* Sends back counter-signed contracts to clients.

* Follow ups details of groups such as ETA, ETD, meal requirement, any changes and/or special requests.

* Prepares group resumes and disseminates 10 days prior to arrival dates.

* Follow ups payments if MOP is prepayment.

* Posts charges and close house accounts.

Sales – Banquets

* Establish and enhance the hotel's reputation by providing a highly personalized service in accordance with the hotel's standard operating procedures.

* Promptly address all telephone calls using clear and professional language, and answer telephones using appropriate etiquette.

* Answer the phone, direct it to the appropriate person, and/or take messages.

* Assist with the typing of Banquet and Sales correspondence, i.e. answering mail, confirming banquet arrangements, menus, BEOs, FPs, memos, etc

* Respond promptly to all inquiries.

* Compose, publish, and distribute the Banquet Event Order (BEO) / Banquet Function Plan (FP) to all department heads and personnel involved in servicing banquet functions.

* Collaborate with management and other department heads at all times and assist in performing special requirements and duties necessary to enhance the guest's overall comfort and well-being.

* Promptly distribute information to all departments about any changes in the Banquet Event Order (BEO) / Banquet Function Plan (FP).

* Prepare signage and menu items for all banquet event functions.

* Develop and maintain positive working relationships with others, and support the team in reaching common goals.

* No job description can contain all the responsibilities. This position may be required to perform other duties, not listed, as required by the hotel management.

Job description cannot address all tasks that may come up. For clarification, please see the Sales Manager for further information.

QUALIFICATIONS to perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE
Candidate with previous hotel or admin experience is preferred.
High school diploma or general education degree (GED) and one-year related experience.

LANGUAGE SKILLS (ENGLISH)
Bilingual in English and Japanese is requested but not required.

We look forward to hearing from you!