Sales and Catering Coordinator - Kona Village

KEY RESPONSIBILITIES

Job Summary

Responsible for the coordination and smooth running of all aspects and functions of the Sales & Marketing Department in accordance to Kona Village, A Rosewood Resort standards. Acts as the lead communication touch point for both internal and external customers. Acts as a support function for both the Director of Sales & Marketing and the Sales Director/Managers. Assist/coordinate with Group & Events bookings.

This position is to administratively support the Sales and Marketing Department including coordination of all aspects and functions related to programs booked (pre-event/arrival, throughout event/arrival, and post event/departure) in accordance with and to Kona Village, A Rosewood Resort’s standards.

• Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
• Ensure that standards are maintained at a superior level on a daily basis.
• Maintain complete knowledge of clients’ requirements for in-house groups:
  • Nature of Event.
  • VIP’s and On Site Contact.
  • Rooming List.
  • Transportation.
  • Amenity and Spa requests.
  • Schedule of Events.
• Attend and conduct, when necessary, Pre-Cons.
• Payment/Billing arrangements.
• Contribute to the overall financial success of the Sales & Marketing Department.
• Follow up on special arrangements to ensure compliance with such.
• Meet group coordinator/host(ess) prior to function, make introduction and ensure that all arrangements are agreeable.
• Book and manage "pop-up" meetings and functions within the Resort.
• Anticipate guests' needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
• Promote positive guest relations at all times. Work with all departments communicating and servicing groups prior to and while groups are in house.
• Be familiar with all hotel services/features and local attractions/activities to respond accurately to any guest inquiry.
• Monitor and handle guest complaints and ensure guest satisfaction.
• Meet group meeting planners & event sales clients prior to functions, make introduction and ensure that all arrangements are agreeable including when necessary running pre-con meetings with clients and hotel.
• Identify client’s requirements in order that all operating departments can be fully informed and all services rendered, as promised.
• Prepare and review all group resumes and group event requirements and organize into chronological order.
• Meet group meeting planners prior to function, make introduction and ensure that all arrangements are agreeable.
• Run resume meetings with department heads.
• Ensure that all entries in Sales Force (Delphi.dfc) are accurate including setting up a file trace system for each Group booking that documents conversations with client, Sales & Marketing, Event Sales Managers and other key hotel staff.
• Run pre-con meetings with clients and hotel in conjunction with Operational team and Sales Managers/Director as required.
• Load notes and traces into PMS for all group guests.
• Weekly update GRC for GRC meeting.
• Assist and support sales managers in preparing for sales trips and daily activities such as proposals, contracts, etc.
• Have complete familiarity with Rosewood, (brand positioning and core values) and its properties.
• Participate in weekly meetings as required.
• Provide a weekly summary of bookings (tentative and definite) as part of the weekly GRC meeting.
• Be able to conduct site tours of the property.
• Dress in a professional manner that complies with the Rosewood dress code.
• Maintain catering and conference services revenue, average check, post-convention reports.
• Work with all departments communicating and servicing groups prior to and while groups are in house including preparing and…