Sales and Catering Coordinator

About Four Seasons

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.

At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

Welcome to wine country luxury. In the food and wine capital of North America, Four Seasons welcomes you to a one-of-a-kind wine country resort set within a world-class vineyard. Discover innovative and seasonal cuisine at Michelin-starred Auro, holistic spa rituals at Spa Talisa and thoughtfully personalized Four Seasons service. Raise a glass to all the best in life as you soak in magnificent views of Napa Valley from this Forbes Travel Guide Five-Star resort.

This role is responsible for providing administrative support primarily for sales managers:
Group Sales Managers, in addition Director(s), while being familiar with all aspects of the sales, catering and conference services planning process. Assist in the organizing of Travel Industry needs and act as a liaison with the resort’s Res Comm/Reservations and Worldwide Reservations Operations (WRO) Call Diversion team members in conjunction with the Commercial Director. Provide back up support to the Sales Managers and the entire commercial and marketing team, in particular in the absence of another Administrative Assistant.

In addition, have a strong working knowledge of essential systems;
Golden Sales and Catering (Delphi.

FDC), Meeting Broker, RFP tools, Opera and Sales Resource. This role has the responsibility to constantly strive to improve sales operations, maintain our integrity and initiate ways to automate the sales and catering department’s daily processes.
This is a on property-based role, offering the opportunity to work directly with our team and guests.

• Receive and respond to incoming telephone calls in accordance with Four Seasons Standards and assist with overflow calls for Sales & Marketing, Food & Beverage, and Executive Office.
• Prepare accurate written correspondence including letters, contracts, reports, and e-mails using MS Office/Outlook, Opera, and Golden Sales and Catering.
• Type correspondence, reports, composition of letters, and memorandums; open, examine, sort, incoming mail and when appropriate gather information necessary for response; take and distribute departmental and divisional meeting minutes.
• Maintain Golden Sales and Catering accounts, including traces, creating and updating bookings, manipulating events in the function diary and the preparation of Banquet Event Orders (BEO), and resumes if needed.
• Coordinate with Res Comm and WRO to support Travel Industry Sales Manager with reservations needs.
• Access and utilize the preferred partner database to keep abreast of current agencies and agents.
• Use BI – Advisory  Hotel Sales Desk for tracking preferred partner production, and all manager production.
• Assist with BEO, resume and site form creation and distribution.
• Assist with menu creation and distribution.
• Complete distribution of Sales and Catering correspondence to the resort operating departments as required. Examples:
  Amenity Cards, Preferred Partner Letters, and Resumes.
• Maintain the various Sales and Catering/Conference Services file systems, both electronic and paper, including Account Files, Program Evaluation Database, Master binders for BEO and Resumes.
• Maintain a working knowledge of Golden Sales and Catering System and help…