Sales Planning Coordinator
Company: Lansdowne Resort
Posted on: May 15, 2022
Job DescriptionJob SummaryTo assist the director and other
managers with clients and hotel personnel in the handling of
catering accounts. To process letters, proposals and contracts
accurately and in a timely manner. To answer telephones in
accordance with standards. To maintain filing and office services
in accordance with normal operating procedures. To provide support
for the Sales & Catering Team in general. Essential Functions
- Promptly answer telephone calls following standards using clear
and positive English communication. Communicate information
accurately to manager and disseminate information and facts to
relevant accounts and concerned departments. Politely converse with
clients to handle and avoid confrontations. Handle all incoming
inquiries, sort them, qualify them, and check on available space.
After qualifying them, pass/transfer inquiries on to the
appropriate manager. Promptly respond to inquiries with accurate
information and record in all relevant files. Log inquiry calls in
catering production spreadsheet.
- Type/Merge/Send correspondence, proposals and contracts as
directed by management using computers. Process contracts for
relevant departments. High degree of accuracy and good knowledge of
English language are a must for professionally honed secretarial
- Assist management as assigned to include but not limited to:
Picking-up & sorting all mail, scheduling & confirming
appointments, pro-actively preparing packets for site visits,
double-checking accuracy of paperwork with booking checklist,
holding space for groups, entering deposit schedule in Delphi &
recording deposits as they arrive, pro-actively prepping files
(merging Meeting Plans & entering general information, printing
copies of repeat event orders), prepping event orders & diagrams
(merging & entering general information), obtaining folio numbers &
entering them in Delphi & on meeting plans, reserving bridal
suites, blocking tasting space and creating tasting menus, entering
information on tasting event orders, printing rooming lists,
completing Add/Change forms, prepping post-event recaps, sending
thank you letters, maintaining an eager & helpful attitude.
- Maintain filing system in accordance with company standards.
Create & maintain all packet information. Log pertinent account
information in files. Maintain necessary copies of contracts and
correspondence in orderly and accurate manner. Maintain current
files and contracts for 5 years in accordance with minimum
- Gift Certificates: Receive weekly approval from Managing
Director for all requests that come in from the previous week.
Print, send and log all gift certificates that are approved.
- Distribution of memos, contracts, resumes, room requests and
amenities to relevant departments throughout the hotel.
- Copy and FAX necessary documentation for clients and hotel use.
- Listen and extend assistance in order to resolve problems such
as price conflicts, menu description, banquet facilities,
guarantees and seating charts. Remain calm and alert especially
during emergency situations and heavy hotel activity. Plan and
implement detailed steps by using experienced judgment and
discretion. Other Duties
- All Associates are required to fully comply with hotel and
departmental rules, regulations and policies for the safe, secure,
effective and environmentally friendly operation of the hotel
facilities. Examples include, but are not limited to lost and found
procedures, emergency procedures, recycling efforts, etc.
- Attend and participate in all hotel and/or departmental
meetings, training sessions and other information meetings.
- Regular attendance in conformance with hotels standards is
essential to the successful performance of this position.
- Comply with hotel grooming standards for both uniformed and
- Comply with hotel service and behavioral standards towards our
guests, vendors and fellow colleagues, including, but not limited
to ensuring proper phone etiquette, courteous and respectful
behavior and maintaining a friendly and positive attitude.
- Perform all other duties as directed by management that are
consistent with the policies and procedures of the hotel. Working
Conditions & Physical RequirementsPhysical Effort:Significant
portions of day require prolonged sedentary work. Ability to
visually review documents and computer screen throughout
day.Physical Environment:Ability to walk or stand for extended
periods of time during course of shift. Manual SkillsSignificant
portions of daily assignments involve application of manual skills
requiring motor coordination in combination with finger dexterity,
e.g., typing, handwriting, or machine operations.Work Schedule: Due
to the cyclical nature of the hospitality industry, Associates may
be required to work varying schedules to reflect the business needs
of the hotel.Safety:Responsible for operating within hotel safety
guidelines, including the safe and responsible operation of hotel
equipment. Reports and addresses safety concerns as they arise.
Ensures safe handling of chemicals in accordance with hotel and
department standards and utilizes proper personal protective
equipment (PPE) when appropriate.QualificationsEducation:High
school diploma or equivalent vocational training certificate
required. Some college or college degree preferred. Degree in
hospitality management preferred.Experience:Prior experience within
a four star hotel brand preferred.Computer Skill & Other Technical
Skills:Ability to utilize computer software and hardware required.
Ability to easily maneuver on computer keyboard required.Ability to
learn, utilize and communicate effectively via company issued
communication devices (e.g. Nextel phones,
etc).Communication:Advanced ability to comprehend and speak English
to understand and respond to information and address advanced guest
requests required both verbally and in writing. Knowledge of
additional language(s) preferred.Licenses or
Certifications:n/aOther:Must be customer-service oriented and have
excellent hospitality skills.Must be able to calculate basic
Keywords: Lansdowne Resort, Leesburg , Sales Planning Coordinator, Sales , Leesburg, Virginia
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