Event Sales Coordinator

SUMMARY:

To assist the Director of Catering and sales managers in making the most efficient use of his/her time. Handle all daily correspondence; assist in answering the telephone in a prompt and courteous manner by greeting and identifying the department and his/her name. Assist guests with their needs.

• Handle incoming phone calls for Sales Managers in a professional, courteous and efficient manner.
• Mailings – Mail menus, contracts, deposit receipts, inquiry letters, etc. as instructed by Director of Catering and Sales Manager.
• Log all inquiries on appropriate sheet and mail/fax information as requested
• Become knowledgeable with menus and pricing.
• Become knowledgeable in hotel and catering policies and procedures.
• Maintain an organized filing system for all contracts.
• Update and organize the catering drive to ensure all menus are current.
• Prepare sales kits and wedding packages for the office.
• Attend trade shows/ marketing events as needed by the Director of Sales and Marketing.
• Send post function Thank you letters.
• Compile and distribute weekly packages of outstanding contracts.
• Prepare and distribute BEO packages, add-on contracts, floor plans, guarantee sheets, change logs, menus to follow and addendums.
• Circulate change sheets when necessary.
• Prepare wedding packages and appointment schedules for front desk log with Post As information.
• Detail banquet event orders using Reserve Catering software.
• Document Payments:
  Deposits, Final Payments and 40% in Opera and Reserve.
• Keep spreadsheets updated weekly:
  Ballroom Weddings, Wedding Deposits and Guarantee Sheet.
• Prepare Banquet checks in advance for staff.
• Notify Director of Catering and Sales Managers of:
  Outstanding signed contracts and BEO’s needed for the following week’s package.
• Track inventory for Wedding Packages, floor plans, room blocks, recommended services, contract paper, direction cards, stationery etc.
• Check e-mails and voicemails and respond accordingly to the manager when they are not in the hotel.
• Distribute tastings to appropriate departments and note on the cover sheet.
• Be familiar with Molly Pitcher Inn/Oyster Point Hotel sales policies, hotel rules and hotel terminology.
• Perform any other duties as requested by management within the scope of the department.
• Serve as the primary point of contact for client updates when the assigned Sales Manager is out of the office. This includes updating seating charts, invoices, and other event documents, then distributing revised copies to the client while copying the assigned Sales Manager on all correspondence.
• Monitor Sales Managers' voicemail messages during their absence to identify time-sensitive client requests, including final payments, menu revisions, floor plan updates, or other event-related changes, and ensure appropriate follow-up.
• Proactively contact clients to schedule final payment appointments, process payments as needed and provide payment receipts to both the client and the assigned Sales Manager.
• Review and distribution of all new sales leads as the priority at the beginning of each workday, ensuring timely assignment to the appropriate Sales Manager.
• Serve as the primary contact for all vendor phone calls, responding directly or routing inquiries as appropriate to ensure efficient communication.
• Manage the distribution of all incoming banquet and event phone leads transferred from the Front Desk or Reservations Department, assigning each lead to the appropriate Sales Manager in a timely and organized manner.
• Verify and check out all Wedding Day Folios/Fares in Maestro to ensure accurate event closure and billing completion.

• High school diploma or equivalent required
• Ability to provide a high level of customer service
• Exceptional communication skills

• Previous administrative experience preferred.
• Computer proficiency.
• Prior experience in an Event Sales position.

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 accommodation may be made to…