Sales Coordinator at The Pearl Hotel

Job Location: The Pearl Hotel - Rosemary Beach, FL 32461
Position Type: Full Time
Job Summary: The Sales Coordinator is responsible for the administrative tasks in the Catering & Sales departments. They assist in the execution of events and functions as needed in both Sales and Catering. Owns from start to finish the internal events for the property. This position demands an independent thinker with high energy and highly developed interpersonal skills. The Sales Coordinator represent the resort in its relationships with numerous external constituencies.
Primary Responsibilities & Essential Functions Handles requests for information, mail and messages in an efficient and courteous manner, including logging and deliver to guests and meeting rooms
Manager VIP guest coordination, ensuring upgrades, amenities, and note cards are handled properly, coordinating with other departments through oral and written instruction
Assist in mailing, emailing out catering & sales information including proposals, contracts, banquet event orders, thank you letters, and other correspondence to clients and potential clients
Assists in gathering detailed information for events from clients
Manage and maintain Opera Sales and Catering operating system, including inputting event details into Opera S&C system
Printing daily reports and compiling weekly, monthly, and annual reports when required
Maintain client files, not limited to creating and closing out events
Assist Sales Manager in set-up and execution of all external events
Books all in-house meetings for internal departments and committees
Ensures that catering collateral is always available at Front Desk and Catering Office
Assist with special events as requested
Organize and expedite flow or work, follow up on pending matters, communicate and interpret instructions, and communicate information to clients and/or staff
Complete and/or coordinate activities related to assigned projects; assist in establishing project timelines, action steps, status updates
Follow up, as appropriate, to ensure timely execution to meet established deadlines
Works closely with other departments to ensure that complete, concise information goes to both clients and staff members who will be working directly with each wedding or social activity and event
Keeps an accurate history file of each event; writes follow-up correspondence
Establish and maintain good communications and teamwork with fellow employees and other departments within the hotel
Have knowledge of and assist in emergency procedures as required
Assist other departments when needed to ensure world class service to guests
Adhering to all company policies, procedures, and business ethic code
Attend meetings as required by management
Must maintain composure and objectivity while in stressful, high-pressure situations
Must be effective in handling problems in the workplace, including anticipating, preventing, identifying, and solving problems, as necessary
Must have a positive attitude and have a team mindset
Ability to work all shifts, including weekends, evenings, and holidays
Perform any other duties as requested by management
Qualifications Education and Experience Sufficient education and literacy needed to identify and read product labels and to communicate with guests about job-related needs
Ability to read write and speak, and communicate in basic English preferred
Hospitality and event planning experience
Delphi, OnQ R&I, Meeting Broker, and OnQ SM experience required
Bachelor’s degree in hospitality or business management
Knowledge, Skills, Abilities Detail oriented and thorough
Ability to remain discreet and respect the privacy of guests
Ability to perform consistent work to the highest of standards
Ability to interact with guests in a pleasant friendly way
Ability to knowledgably operate Microsoft Word and Microsoft Excel
Excellent presentation skills
Organizational skills
Excellent Event coordination skills
Excellent written and verbal communication skills
Ability to communicate professionally via email, text messaging, and mobile calls
Knowledge of various event/planning software
Knowledge of cutting-edge event trends
Proficiency in time delegation
Physical Demands Ability to stand and walk for extended periods
Frequent bending, lifting, pushing, pulling, carrying, kneeling, and stooping
Must be able to lift to 25 lbs
Working Conditions Exposure to slippery surfaces and stairs depending on location
Indoor and/or outdoor
Exposure to extreme heat and cold depending on season and location
Potential exposure to naturally occurring environmental factors such as wind, rain, red tide, etc.
Possibility to work 11+ hour shifts
The above statements are intended to describe the general nature and level of work being performed and are not an exclusive list of all duties and responsibilities. The St. Joe Company/St. Joe Resort Operations reserves the right to amend and change responsibilities to meet business and organizational needs.

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