Luxe Hotels
Special Events & Sales Coordinator (Los Angeles, CA - Sunset Blvd.)
Luxe Hotels, California, Missouri, United States, 65018
Special Events & Sales Coordinator (Los Angeles, CA - Sunset Blvd.)
Luxe Sunset Boulevard Hotel is a AAA Four Diamond hotel! We are the ONLY AAA Four Diamond hotel in our competitive set and the only one near Brentwood and Bel-Air. The Luxe Sunset Blvd Hotel is currently looking to add a
Special Events & Sales Coordinator
to our team. When you join the Luxefamily, you are joining a world of possibility! A boutique retreat in the heart of Los Angeles, Luxe Sunset Boulevard hotel provides an oasis of elegance and style by welcoming guests to one of the most distinguished addresses in all of California. Luxe Sunset Boulevard Hotel is a stunning property at the crossroads of Brentwood and Bel-Air. Located within minutes of UCLA, the Getty Museum, and Skirball Cultural Center, our convenient location makes it easy to access the best of LA.
Department: Sales & Catering
Accountable To: General Manager
Status: Non-Exempt
Estimate Pay Range: $29.00 p/hr - $33.65 p/hr (Employer est.)
Administrative Duties
Make copies of, and distribute daily hot sheet
9 copies (Director of Special Events, Senior Special Events Manager, EMM, Special Events Coordinator, Banquets, Executive Chef (2), Food and Beverage Director, & Valet Manager)
Create daily event signs
Email out to Leaders, Front Desk and Valet
Print small sign for Valet
Print large signs for Lobby and Ballroom Reader Boards and place accordingly
File event receipts in corresponding event folder
File completed event files in filing cabinets
Create PM #s for upcoming events
Open PM #s on day of event
Post deposits and payments for each event, print/file receipts accordingly
Gather/post final payments upon conclusion of events
Close out PM accounts after final payment and event conclusion
Answer and field incoming calls
Assist caller with information/inquiry
Transfer to appropriate team member when requested
Take messages for team members as needed
Maintain Catering Binder/Packet with Events for the next 10 days and update daily based on information on Hot Sheet
Sales Daily
Answer incoming reservation calls and greet guests by phone in a friendly, courteous manner.
Receive and process all business, group, VIP, and FIT reservations, ensuring billing is routed correctly.
Record reservation details and business codes (group/transient).
Work alongside sales managers to Identify commissionable reservations, capture required information, and communicate details to Accounting.
Work alongside sales team to record and process deposits and special billing instructions.
Maintain accurate room inventory and advise the hotel on availability and status.
Capture sales opportunities from incoming calls and guide guests to the most suitable accommodations based on their needs.
Respond to personal and reservations inbox emails in a timely manner and process all requests.
Identify VIP guests, arrange amenities, assist with site visits, and manage room allocation and blocking.
Coordinate with Sales Managers on group bookings, rooming lists, cutoff dates, and ensure accurate billing/routing.
Answer incoming sales calls and route them to the appropriate managers.
Manage the reservations inbox in a timely and organized manner.
Track daily VIPs and communicate updates during the daily stand-up.
Issue and track gift certificates.
Assist the Front Desk as needed.
Weekly
Function Calendar (BEO 10 Day Packet)
Create and Edit Cover Sheet
Compile all BEOs and other documents to be included (floorplans, timelines, etc.)
Print and distribute Function Calendar/Packet
9 copies (Director of Special Events, Senior Special Events Manager, EMM, Special Events Coordinator, Banquets, Executive Chef (2), Food and Beverage Director, & Valet Manager)
Scan packet to Judith to send to Leaders & Housekeeping for scheduling purposes
Pull upcoming files from filing cabinet to upcoming events display to correspond with Function Calendar Cover Sheet
Remove files from completed events from display to filing cabinet
Sales Weekly
Attend and participate in weekly GRC meetings.
Prepare weekly group resumes for incoming programs.
Assist with special projects or additional work related to reservations and sales as assigned by leadership.
Review all group cutoff dates to ensure accuracy and communicate upcoming deadlines to the appropriate managers.
Work with Sales and Accounting to collect deposits as needed and ensure accurate final billing and payments.
Ensure all reservations received through the reservations inbox are processed promptly and routed correctly.
Other
Distribute Food Tastings as needed
Assist Senior Manager & Director of Special Events as needed with various duties
Go to Daily Stand Up if other Managers are not available
Bi-Monthly preparation of B&C Forecast Report for Catering Managers to fill in with events and revenue; to be submitted (by Director) on the 15th of each month for re-forecast, the 25th of each month for the 30/60/90 day
Prepare Slide Presentation for B&C Quarterly Meetings as needed
Keeps the General Manager fully informed of all problems or matters of significance.
Performs all duties and responsibilities in a timely and efficient manner in accordance with established company policies and procedures to achieve the overall objectives of this position.
Maintains a favorable working relationship with all other company employees to foster and promote a cooperative and harmonious working environment.
Adheres to company policies and procedures.
Attends work as scheduled.
Follows hotel’s dress and grooming standards.
Minimizes safety hazards by following all safety rules and procedures.
At all times, projects a favorable image of Luxe Sunset Boulevard Hotel to the public.
Physical Requirements
Pushing/Pulling: Average weight 60lbs constantly
Lifting/Carrying: Average weight 60lbs constantly
Standing/Walking: Constantly
Kneeling/Crawling: Occasionally
Reaching: Constantly
Benefits
Medical, Dental, Vision and Life Insurance
FSA Medical
Short Term Disability and Long Term Disability
401(K) Plan
Vacation and Sick Leave
Employee Dry Cleaning
Employee Mealand Parking
Luxe Hotels is proud to be an Equal Opportunity Employer.
Department Sales & Marketing
This is a non-management position
This is a full time position
#J-18808-Ljbffr
Special Events & Sales Coordinator
to our team. When you join the Luxefamily, you are joining a world of possibility! A boutique retreat in the heart of Los Angeles, Luxe Sunset Boulevard hotel provides an oasis of elegance and style by welcoming guests to one of the most distinguished addresses in all of California. Luxe Sunset Boulevard Hotel is a stunning property at the crossroads of Brentwood and Bel-Air. Located within minutes of UCLA, the Getty Museum, and Skirball Cultural Center, our convenient location makes it easy to access the best of LA.
Department: Sales & Catering
Accountable To: General Manager
Status: Non-Exempt
Estimate Pay Range: $29.00 p/hr - $33.65 p/hr (Employer est.)
Administrative Duties
Make copies of, and distribute daily hot sheet
9 copies (Director of Special Events, Senior Special Events Manager, EMM, Special Events Coordinator, Banquets, Executive Chef (2), Food and Beverage Director, & Valet Manager)
Create daily event signs
Email out to Leaders, Front Desk and Valet
Print small sign for Valet
Print large signs for Lobby and Ballroom Reader Boards and place accordingly
File event receipts in corresponding event folder
File completed event files in filing cabinets
Create PM #s for upcoming events
Open PM #s on day of event
Post deposits and payments for each event, print/file receipts accordingly
Gather/post final payments upon conclusion of events
Close out PM accounts after final payment and event conclusion
Answer and field incoming calls
Assist caller with information/inquiry
Transfer to appropriate team member when requested
Take messages for team members as needed
Maintain Catering Binder/Packet with Events for the next 10 days and update daily based on information on Hot Sheet
Sales Daily
Answer incoming reservation calls and greet guests by phone in a friendly, courteous manner.
Receive and process all business, group, VIP, and FIT reservations, ensuring billing is routed correctly.
Record reservation details and business codes (group/transient).
Work alongside sales managers to Identify commissionable reservations, capture required information, and communicate details to Accounting.
Work alongside sales team to record and process deposits and special billing instructions.
Maintain accurate room inventory and advise the hotel on availability and status.
Capture sales opportunities from incoming calls and guide guests to the most suitable accommodations based on their needs.
Respond to personal and reservations inbox emails in a timely manner and process all requests.
Identify VIP guests, arrange amenities, assist with site visits, and manage room allocation and blocking.
Coordinate with Sales Managers on group bookings, rooming lists, cutoff dates, and ensure accurate billing/routing.
Answer incoming sales calls and route them to the appropriate managers.
Manage the reservations inbox in a timely and organized manner.
Track daily VIPs and communicate updates during the daily stand-up.
Issue and track gift certificates.
Assist the Front Desk as needed.
Weekly
Function Calendar (BEO 10 Day Packet)
Create and Edit Cover Sheet
Compile all BEOs and other documents to be included (floorplans, timelines, etc.)
Print and distribute Function Calendar/Packet
9 copies (Director of Special Events, Senior Special Events Manager, EMM, Special Events Coordinator, Banquets, Executive Chef (2), Food and Beverage Director, & Valet Manager)
Scan packet to Judith to send to Leaders & Housekeeping for scheduling purposes
Pull upcoming files from filing cabinet to upcoming events display to correspond with Function Calendar Cover Sheet
Remove files from completed events from display to filing cabinet
Sales Weekly
Attend and participate in weekly GRC meetings.
Prepare weekly group resumes for incoming programs.
Assist with special projects or additional work related to reservations and sales as assigned by leadership.
Review all group cutoff dates to ensure accuracy and communicate upcoming deadlines to the appropriate managers.
Work with Sales and Accounting to collect deposits as needed and ensure accurate final billing and payments.
Ensure all reservations received through the reservations inbox are processed promptly and routed correctly.
Other
Distribute Food Tastings as needed
Assist Senior Manager & Director of Special Events as needed with various duties
Go to Daily Stand Up if other Managers are not available
Bi-Monthly preparation of B&C Forecast Report for Catering Managers to fill in with events and revenue; to be submitted (by Director) on the 15th of each month for re-forecast, the 25th of each month for the 30/60/90 day
Prepare Slide Presentation for B&C Quarterly Meetings as needed
Keeps the General Manager fully informed of all problems or matters of significance.
Performs all duties and responsibilities in a timely and efficient manner in accordance with established company policies and procedures to achieve the overall objectives of this position.
Maintains a favorable working relationship with all other company employees to foster and promote a cooperative and harmonious working environment.
Adheres to company policies and procedures.
Attends work as scheduled.
Follows hotel’s dress and grooming standards.
Minimizes safety hazards by following all safety rules and procedures.
At all times, projects a favorable image of Luxe Sunset Boulevard Hotel to the public.
Physical Requirements
Pushing/Pulling: Average weight 60lbs constantly
Lifting/Carrying: Average weight 60lbs constantly
Standing/Walking: Constantly
Kneeling/Crawling: Occasionally
Reaching: Constantly
Benefits
Medical, Dental, Vision and Life Insurance
FSA Medical
Short Term Disability and Long Term Disability
401(K) Plan
Vacation and Sick Leave
Employee Dry Cleaning
Employee Mealand Parking
Luxe Hotels is proud to be an Equal Opportunity Employer.
Department Sales & Marketing
This is a non-management position
This is a full time position
#J-18808-Ljbffr