Sales & Marketing Coordinator

				Overview:

The Group/Sales/Catering Coordinator is responsible for clerical and administrative duties, assisting with marketing materials and basic creative tasks that support the Group/Sales/Catering departments. The role includes building and managing room blocks, maintaining arrival details, and creating internal planning documentation to ensure seamless event and group execution. He/she helps support the department's revenue and guest satisfaction goals while providing attentive, courteous, and efficient service to all guests.

Responsibilities:

* 
* 
* Answer telephone and email messages. Respond accordingly. 
* Prepare and process all Purchase Orders for the department.
* Prepare (and balance each month end) accruals and overall expenditures on behalf of the department.
* Open and distribute mail as directed. 
* Maintain and stay abreast of the latest computer programs/innovations (as applicable). 
* Filing of all pertinent correspondence in a timely manner. 
* Type all correspondence pertaining to department. 
* Maintain adequate inventory of office supplies. 
* Responsible for the smooth operation of the office. 
* Type and distribute meeting minutes as directed. 
* Maintain trace file as needed. 
* Assist in scanning/copying/faxing/mailing. 
* Greet guests/clients/employees when necessary. 
* Attend meetings/training as required by management.

* Assist the sales team with preparing proposals, generating contracts, creating promotional materials and presentations 

* Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests
* Respond in a quick, timely, and professional manner to all internal partners and external customers and deliver clear and concise communiqué.

* Communicate group room block details/changes for select groups to all hotel departments, coordinating customer's needs with other property business and activities to ensure customer's expectations are met and the property operates efficiently
* Develop best practices for prospecting new banquet business using a wide variety of methods including phone calls, outside sales calls, trade shows, attending community functions, blitzes, internet prospecting, supplier partnerships, etc.
* Monitor blocked space and sleeping room blocks; build room blocks for group business, Initiate release of blocked sleeping room blocks on cut-off dates.
* Assist the sales team in managing calendars, important document organization, and weekly tasks. Communicate guest arrival details with other departments of the hotel and key partners. 

* Assist with a variety of marketing administrative tasks and coordination of hotel led events and photoshoots. 

*  Design on-property signage, print materials, and digital ads that align with brand standards.
*  Produce content for digital channels, including social media graphics, email visuals, and promotional assets.
*  Coordinate the marketing project calendar, including campaign timelines and approval deadlines.
*  Organize photoshoots, including scheduling, shot lists, and vendor coordination.
*  Plan and maintain the monthly social media calendar.
*  Create and publish content across platforms, including photo/video capture and copywriting.
*  Track performance metrics and identify opportunities to strengthen engagement.
*  Support the development and execution of on-property guest activations and seasonal events.
*  Collaborate with operations teams to ensure activations are delivered smoothly and on brand.

* Build relationships with local partners to support collaborations and awareness.

*  Maintain marketing assets, including the photo library and design templates.
*  Assist with budgeting, invoices, and vendor communications as needed.

Qualifications:

* High School diploma or equivalent required and/or experience in a hotel or a related field preferred. 
* At least 3 to 5 years of progressive experience in a hotel or related field preferred. 
* College course work in related field helpful. 
* Computer knowledge/skills required.
* Flexible and long hours sometimes required.
* Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
* Maintain a warm and friendly demeanor at all times.
* Must be able to effectively communicate both verbally and written, with all levels of employees and guests in an attentive, friendly, courteous, and service oriented manner.
* Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
* Must be able to multitask and prioritize departmental functions to meet deadlines.
* Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner.
* Attending all hotel required meetings and trainings.
* Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
* Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
* Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
* Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
* Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
* Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
* Must be able to cross-train in other hotel-related areas.
* Must be able to maintain confidentiality of information.
* Must be able to show initiative, including anticipating guest or operational needs.
* Perform other duties as requested by management.
			

Apply

Share this job:

Share this Job

View company profile

Highgate Hotels

Connect To Our Company