Group and Event Sales

SCOPE OF RESPONSIBILITY: Assists General Manager with the on-site coordination of group bookings. Supports Sales team with daily administrative duties & efforts.  Ensures a high level of communication is maintained between all team members relating to sales.  Interacts well with respective departments relating to groups & meetings business. Meets & exceeds client expectations.  The ability to work a flexile schedule, including evenings and weekends, is required.   

ESSENTIAL TASKS:

Administration

● Provide administrative support for the Sales department, including tracing, answering telephones and maintaining and distributing reports for the weekly and month end sales meetings.

● Maintains complete confidentiality of all sales records

● Ensures that appropriate pieces of lost business are traced for future solicitation.

● Review group and meeting sales from the previous day; resolve discrepancies with client. Tracks group and meeting revenue against budget.

● Responds to requests for charitable donations per company policy.

Coordination

● Ensure that all definite groups and meetings are detailed accurately on BEOs and setup diagrams signed by clients.   Coordinates all departments and vendors involved in servicing functions and groups to ensure that the client’s expectations are exceeded. 

● Monitors online pick-up for all groups.  Informs other departments if size of group grows or shrinks.

● Sets trace to review all details with client 72 hours prior to scheduled function.  Ensures that any changes are communicated to respective departments and vendors on a timely basis in order to best service the client.

● Check function room set ups prior to guest arrival, ensuring all details are in agreement with client's requirements and hotel standards.  Ensure respective personnel correct deficiencies.   Welcome group contact upon arrival at function and ensure guest satisfaction.  Responsible for meeting and group satisfaction.

● Quotes standard group rates, food and beverage prices, meeting room rental, and racing packages for repeat clients (and for new prospects when necessary) within approved booking guidelines. Then creates proper traces for follow up.

● Asks client to complete “Post Function Evaluation” at the end of each event.

● Responds quickly to client’s requests while group or event is in house. 

Communication

● Ensures that high levels of communication are maintained between hotels and between all team members regarding group sales activity. Keep up to date information on our online calendar regarding all tentative and definite groups and meetings as well as all area events and holidays that might affect levels of business.

● Creates a sense of excitement and fun surrounding the sales effort. Fosters teamwork and participation with all team members by showing enthusiasm and a positive and helpful attitude.

● Makes sure that the appropriate team members (as well as our vendors) are aware of any last minute changes or special group/event needs including: changes to number of attendees, early/late arrival, special transportation needs and special guest room needs and VIP’s. Provides background on the group (who they are, contact person, etc.)

Sales

● Maximizes group and meeting revenues by suggestive selling and maximizing room rates by selling the value of our facility.

● Conducts tours of the facilities; entertains qualified potential clients in accordance with company and property policies and procedures

● Ensure that all incoming calls are answered within 2 rings with proper greetings and telephone etiquette.  Monitor response time to messages, ensuring that all messages are returned within 4 hours.  Ensures that the proper hotel responds to all sales leads immediately. Our goal is to present clients a BEO or Sales Contract within 2 hours of their initial inquiry.

● As needed, assists in training the front desk in generating and documenting sales leads.

● Maintains a professional image at all times through appearance and dress.

● Any other reasonable task assigned by your supervisor or the GM.

 

TEAM MEMBER GUIDEBOOK: Prior to being assigned to the position, a complete understanding of the Team Member Guidebook is necessary since the person holding the position will be subjected to these rules and regulations.

 

SAFETY:  It is your responsibility to be aware of and report any and all safety hazards or violations you may see or witness in the course of performing your required duties.

SECURITY:  It is your responsibility to be aware of and report any and all security concerns, dishonesty or violations you may see or witness in the course of performing your required duties.