Sales Coordinator - Hyatt Centric Santa Monica

Viceroy Hotels & Resorts inspires travelers with one-of-a-kind authentic lifestyle experiences that bring together provocative design and intuitive service in sought-after locations. A leader in modern luxury, Viceroy’s vibe-led hospitality is guided by the brand promise “Remember to Live,” an affirmation to create lifelong memories for each guest. As an industry leader in creativity and innovation, our hotels draw upon the diverse backgrounds and talent of our extraordinary team for optimal success.

Hyatt Centric Santa Monica

The Sales/Catering Coordinator is responsible for clerical, administrative, marketing materials, and other duties to assist in the smooth operation of Sales/Catering.  He/she is also responsible for providing attentive, courteous and efficient service to all guests.

• Serve as the primary point of contact for clients, responding to inquiries and requests via phone and email.
• Interact with clients regarding leads, hotel needs, and client travel arrangements.
• Answer telephone in a professional manner in accordance with departmental standards and promptly follow through on any guest/client need or requests.
• Manage all guest/client service issues promptly and professionally.
• Must coordinate internally with the Sales team regarding all sales and catering requests.
• Field sales inquiries, gather necessary information, enter accurate data into the CRM System, and pass onto the appropriate manager.
• Manage department filing systems and ensure accurate data entry in Envision.
• Assist sales team by managing schedules, filing important documents, and communicating relevant information.
• Audit and improve office systems, ensuring adequate office supplies are in-stock at all times.
• Coordinates necessary arrangements with vendors relating to sales.
• Ensure the adequacy of sales-related equipment or material is available and in working order.
• Have a comprehensive knowledge of all operational departments within the hotel.
• Ensures all documents produced by the Sales Department (i.e., BEO’s, contracts, rooming lists, proposals) are accurate and completed on time.
• Support Sales Managers by performing various administrative tasks, including site alert notifications, sending amenities, and assisting with merging reports, contract preparation, proposals, edits, revisions, banquet event orders and turnover process to be completed in a timely manner to meet deadlines.
• Distribute detailed and accurate BEO’s and Resumes in a timely manner.
• Process rooming lists and reservations for groups and transient accounts.
• Process reservations, confirmations, cancellations, special handling alerts, and amenities.
• Plan and coordinate amenity and hotel drops/visits.
• Arrange and coordinate in-house meetings, events, site alerts and any appointments.
• Manage travel advisor requests and communicate with property operations teams to fulfill these requests, overseeing the inbox and distributing tasks to other departments, as necessary.
• Coordinate client gifts and collateral for site inspections, planning visits, and program operations.
• Create and manage Company and Travel Agent profiles and commissions in the property management system.
• Perform daily/weekly/monthly reporting requested by ADOSM.
• Conduct research and collect data to prepare reports and documents.
• Perform other duties as assigned by the Area Director of Sales & Management or General Manager/Managing Director.

• Skills/Knowledge Required:

  • Requires excellent communication skills, both verbal and written, in the primary language of the workplace (English)
  • Requires excellent leadership skills, and the ability to communicate, deploy, and delegate maturely and professionally.
  • Previous Hotel catering or sales experience preferred.
  • Knowledge of computer accounting programs, math skills as well as budgetary analysis capabilities required.
  • Knowledge of internal Database systems such as Envision and Opera, or similar databases knowledge preferred.
  • Knowledge of hotel food and beverage operations in a luxury environment preferred.
  • Capable of offering a charismatic style of service tailored to specific guests and their needs.
  • Maintain composure and a cheerful outlook in high pressure situations.
  • Learn and retain detailed product knowledge.
  • Colleagues will be expected to successfully resolve any guest issues and complaints in addition to communicating all concerns to department heads.
  • Friendly and able to build a rapport with guests to establish future business.
  • The ability to listen to, assess, and appropriately respond to information conveyed through speech.
  • The ability to convey technical information through writing to a nontechnical audience so the recipients easily understand the information and can quickly and correctly apply it.

   

  Physical Requirements:

  • Position requires walking and giving direction most of the working day; must be able to stand and exert well-paced mobility.
  • Must be able to bend, stoop, squat and stretch to fulfill cleaning tasks.
  • Must be able to lift up to 30 lbs. on a regular and continuing basis.
  • Must be able to lift trays of food or food items weighing up to 30 lbs., frequently.
  • Must be able to push and pull carts and equipment up to 25 lbs. occasionally.
  • Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening, and hearing ability and visual acuity.

   

  Qualification Standards:

  • Experience: Previous experience in a similar hotel environment preferred. 2-4 years of previous Sales/Catering Sales/ Catering experience required.
  • Grooming: All colleagues must maintain a neat, and well-groomed appearance (specific standards will be provided)

Hourly rate: $33.48/hour

Viceroy Hotel Group is a leading hotel company that combines desirable location, unique design, destination dining and personalized service that touches the heart and soul of our guests.  As an industry leader in creativity and innovation, our hotels draw upon the diverse backgrounds and talent of our extraordinary team for optimal success.  If you are interested in working for a company with endless opportunities for advancement and growth, please apply online: www.viceroyhotelsandresorts.com/careers

Employer will consider all qualified applicants in a manner that adheres to the regulations and requirements of the Fair Chance Ordinance.

EOE