Sales & Catering Coordinator (Hotel) - Jobs in Sun Peaks, BC

Job Description

Role Proposition:Imagine arriving to work at a stunning slope-side hotel after a round of golf or a hike in the alpine. We are looking to recruit a Sales & Catering Coordinator for our Sales & Marketing team. The Sales & Catering Coordinator is a strong team player who supports the Sales Team by maintaining relationships, creating proposals and quotes, and finalizing contracts. You are quick to find solutions and are comfortable working with small or large groups. You will also accurately ensure that all reporting is accurate. If you are looking to join the Sales side of a Hotel and learn the group side of both Catering and Sales, fill out an application to work, live and play where you belong.Accountabilities:Support:

• Be the onsite contact and representative for our offsite Sales Team
• The ability to build rapport from a distance is an asset
• Liaise between different departments within the hotel to ensure smooth communication and optimal guest experience
• Process all incoming phone inquiries and communicate them accurately and efficiently to the appropriate Sales Manager
• Assist Sales Managers with the creation of new blocks and Request for Proposals
• Construct and coordinate any contracts and addendums under the direction of Sales Managers promptly
• Create file folders of confirmed events by ensuring all details entered in our system match the contract and are distributed to different departments
• Establish, maintain, monitor, and update all group blocks in Opera as well as in the Catering Files
• Ensure all group details from the guest rooming requirements to catering aspects are correct
• Ensuring the details of the events are carried out in an above satisfactory manner
• Produce and update sales correspondence, including proposals and contract templates and collateral as required
• Assist with implementing strategies to achieve departmental goals and financial profitability
• Support Sales Managers with any other tasks required

Sales:

• Coordinate all arrangements for catering-only events and special events, including but not limited to Holiday Events, Food and Wine Events, and Promo Events
• Consult with customers to determine objectives and requirements for events, such as meetings, conferences, weddings, social gatherings, ski groups, or conventions
• Confirm meeting space and guestrooms for groups based on current departmental parameters and follow up with contract and catering details
• Assist clients in Food and Beverage selection by providing guidance and maximizing up-selling opportunities
• Coordinate and participate in all client and/or hotel operations team phases for catering and banquet functions
• Effectively manage client budget to maximize revenue. Consult with multiple departments to ensure we make “smart” business decisions to maximize profit
• Create, manage, and distribute Banquet Event Orders and floorplans promptly to the Client and the Hotel Operations teams. Within the BEO, include detailed information on client meeting room set-ups, number of persons attending, times of the meetings, audiovisual equipment requirements, entertainment requests, agendas, food and beverage requirements, and billing instructions
• Create Group Resumes and distribute them promptly
• Host the weekly Group Resume meeting to ensure all departments are prepared and updated for each group’s arrival
• Meet and greet the convener and guests upon arrival to build relationships and to review all details for upcoming functions
• Conduct Pre-Convention meetings with the convener, their staff and key hotel contacts for introductions and a complete review of the program details when necessary
• Be the onsite contact for the convener and be a liaison for the clients to put them in touch with the proper department should any issues arise
• Follow up with guests after departure to ensure service levels are exceeded and for post-event analysis for improvement strategies for future events
• Effectively manage and update reservations and events in Opera
• Maintain Catering Database in Opera and periodically ensure all catering menus and catering resources are updated in Opera
• Monitor the group’s deposit and cut-off policy to ensure they are being adhered to
• Review Event Bills for accuracy before invoicing the clients

Administration:

• Monitor and answer emails for Sales Coordinator, Weddings, Special Events, and Tour
• Some duties include making reservations, checking availability, answering inquiries, creating proformas, and directing the client to the appropriate department or manager
• Create and distribute gift certificates, VIP amenities, Parlour Cards, Welcome Signs, Directional signage, or any other in-house material required by the Sales and/or Operations team
• Support any Marketing and Promotional needs of the Sales team and DOSM as needed. This includes creating any in-house material, such as creating elevator signs and approving Social Media material created by MDM
• Assist in purchasing and maintaining inventory on promotional items, cards, and office supplies

Technology:

• Onsite Opera Champion, updates all Sales & Catering menu items
• Maintaining accurate profiles of accounts, bookings, and reservations.
• Oversee Revinate marketing for groups
• Email weekly Business in Production Report and Month End Sales Manager Production Report

Secondary Responsibilities:

• Relationship Management
• Conduct Sites, and attend tradeshows, and client service events, outside or at the hotel, to qualify needs and secure business
• Work closely with all departments, especially with Front Desk and the Food and Beverage team
• Update Adtel messages monthly
• Organize and order specialty branded items with Wayside for the Sales and Catering Team
• Regular correspondence with our marketing partners to create and/or design marketing material, menus, banners, and social media posts that conform with the Sun Peaks Grand Hotel and Conference Centre brand standards
• Represent the Sales team on the Health and Safety Committee
• Continue to learn and obtain knowledge of all updated services, hours of operation, and available facilities and amenities at the hotel and in the local area to best assist our clients
• Duties as required to ensure successful operation of the department, including support of other departments and special promotions

Job Requirements/Qualifications:Ideal Candidate:

• Highly organized and ability to multi-task with keen attention to detail
• Strong communication, interpersonal, and customer service skills
• Influential skills to work collaboratively across teams and departments
• Quick and creative problem-solving skills
• Proficient computer knowledge, including Microsoft Office and Opera PMS
• Ability to learn, adapt, and be efficient in a fast-paced environment
• Food and Beverage knowledge an asset

What you can expect from us:The Sun Peaks Grand culture encourages individual initiative and a collaborative approach to delivering our guests finest mountain resort experience. We value innovation and development that contribute to business success and personal growth. We also know you have a life outside of work and encourage work-life balance, including reaping the benefits of living in a resort and the mountain’s summer and winter activities.A sneak peek into some of the perks and benefits our Full-Time employees enjoy:

• Full access Winter/Summer Season Lift, Trail and Golf passes
• 3 weeks of paid vacation
• Dining discounts within our hotel & resort outlets
• Benefits plan and additional wellness components, including Health Spending Account and EFAP
• Eligibility for our ‘Pay for Performance’ incentive bonus program (after the qualifying period), awarded to our top performers
• Participation in the RRSP and matching DPSP programs
• Retail discounts in Resort owned outlets
• Reciprocal programs with partnering hotels
• Friends and family hotel rates
• Continued professional growth and development opportunities

Every year we welcome guests and employees to our resort from a wide variety of backgrounds, and we are committed to building and sustaining a diverse and inclusive workforce at The Sun Peaks Grand. As an equal opportunity employer, we encourage applications from all qualified individuals.Job Application Process:Quick Apply

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