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Sales Planning Coordinator

Company: Lansdowne Resort
Location: Leesburg
Posted on: May 15, 2022

Job Description:

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 skills.
      • 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 standards.
          • 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 non-uniformed associates.
                  • 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 mathematic functions.

Keywords: Lansdowne Resort, Leesburg , Sales Planning Coordinator, Sales , Leesburg, Virginia

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