SUMMARY/OBJECTIVE: To assist and support the Sales Department by performing secretarial, clerical, and administrative functions.
ESSENTIAL RESPONSIBILITIES:
· Performs general secretarial, clerical, and routine administrative functions, including answering phones.
· Acquires CI/TY skill set and functionality.
· Performs projects and additional ad hoc duties in a prioritized, timely fashion.
· Participates in sales activities as identified and required by direct supervisor.
· Carry out the policies and procedures related to proper telephone etiquette, promptly return telephone calls, and all aspects of client service via the telephone.
· Assists with the completion of all reports, as assigned.
· Supports Sales team with contract folder construction insuring Turnover checklist and its process is complete for each group and their program.
· Correspondence with customers as assigned by Sales Managers.
· Copy Director of Sales or Sales Managers on correspondence sent to clients.
· Maintains collateral supplies and manages inventories of same.
· Assists with timely distribution of EO and Resume forms, as required.
· Assists with incoming telephone correspondence, as required.
· Know and understand Marriott Standards, set example for others.
· Report all discrepancies in procedures to management.
· Attend department and company meetings as scheduled.
· Oversee the sales related Business Transient and group reservation process, including inputting group rooming list.
· Assist with adjustments to long-term stay reservations.
· Manage all Group and Transient Rooms Control (Group Sales and Hotel Reservations).
· Produce reports of group cut-off dates for sales team review.
· Provide information related to group cut-off dates and pick-up for revenue meetings.
· Review contracts in detail to insure data entry accuracy to systems.
· Build mini hotels in MARSHA, MGS, GXP, and PMS.
· Block suites and room according to contracts.
· Call customer one month prior to cut-off date to introduce yourself and offer group coordinator services, to include group pick-up reports, group guest lists; room pool changes.
· Update manager and customer with room pickup as needed.
· Call customer one week prior to cut-off date to ask about VIP’s and how the rooming list will arrive (i.e.; email).
· Call customer three days prior to cut-off date to review pick-up, ask if there are any changes to room list, etc.
· Input guest list within 48 hours of cut-off date.
· Check reservations for errors and duplications.
· Email confirmation list to planner, copy the manager.
· Email through MARSHA, confirmations to individual guest if requested.
· Make changes and additions to reservations as needed. (If changes are past cut-of date or exceeds the rooms contracted, review restrictions strategy, room and rate availability.) Review with Director of Sales & Marketing for approval and discussion with Revenue Team.
· Update the manager regarding all billing details, group arrival times, VIP’s, etc. Also, share important updates and information with other departments and staff.
· Review group resumes and coversheets prior to distribution. Note discrepancies or missing information to manager.
· Obtain a final copy of the group resumes or coversheets. Verify all room details, VIP’s, billing, room assignments, etc. Run billing set up report and place in file for reference.
· Attend pre-event meeting and be available to the customer, manager and Front Office staff to process or help with any room issues as needed.
· Assign Marriott Bonvoy Points at close of event.
· Close out final billing of groups as needed.
· Lead Catcher for all incoming phone leads and assign as designated by Director of Sales & Marketing.
· Assist with taking leads and providing tours for walk-in guests as needed.
· Build leads in CI/TY and assign as designated by Director of Sales & Marketing.
· Keep a lead log of all incoming leads, if leads are not built in CI/TY daily.
· Assist with evening and weekend coverage as needed.
· Prepare Amenity Form for all VIP’s and distribute amenities or partner with Front Desk to deliver amenities.
· Contribute action steps for the Sales & Marketing Plan to build Group Revenue.
· Consistently meet weekly, monthly productivity goals.
· Will deliver a professional response to client problem solving to achieve a win-win situation for both clients and guests.
· In absence of Managers, conduct site tours for potential clients.
· Attend tradeshows both locally and outside of immediate area and as needed.
· Involvement with outside organizations.
Job Type: Full-time
Pay: $20.00 - $23.50 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Hotel experience: 1 year (Required)
Work Location: In person