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About the Role

The Sales/Catering Coordinator is responsible for clerical, administrative, marketing materials, and other duties to assist in the smooth operation of Sales/Catering. He/she is also responsible for providing attentive, courteous and efficient service to all guests.

Responsibilities

Answer telephone and email messages and respond accordingly.
Maintain and stay abreast of the latest computer programs/innovations.
File all pertinent correspondence in a timely manner.
Type all correspondence pertaining to the department.
Maintain an adequate inventory of office supplies.
Ensure the smooth operation of the office.
Type and distribute meeting minutes.
Maintain trace file as needed.
Prepare Banquet Event Orders (BEOS) as per client needs.
Assist in copying, faxing, and mailing.
Greet guests, clients, and employees when necessary.
Attend meetings and training as required by management.
Review sales contracts and other key details such as room blocks, cut-off date, deposit schedule, payment information, special concessions, and attrition clauses and validate with clients.
Monitor and enforce specific deadline dates related to group rooms cut–off, deposit schedule, BEO requirements, and function guarantees.
Ensure proper invoicing, billing, and payment procedures are followed.
Create and distribute group resumes, and communicate any changes to appropriate departments and people in a timely manner.
Recommend enhancements and/or upgrades to maximize revenue.
Participate in weekly Sales Meetings, Operations Meetings, BEO Meetings, and any other required meetings relevant to the role.
Obtain rooming list details and validate reservations ahead of arrival.

Requirements

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 coursework in a 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.
Attend 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.

Skills

Computer knowledge/skills

Location

Ace Hotel

Work Type

Full-time

Experience Level

3-5 years

Education Level

High School diploma or equivalent

Benefits

Medical insurance
Dental insurance
Vision insurance
Life insurance
Short-term and long-term disability insurance
401(k) Retirement Plan with employer matching contributions
Paid holidays
Paid vacation
Paid sick leave
Employee assistance program (EAP)
Educational opportunities / Tuition reimbursement
Paid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law

About the Company

Highgate is a leading real estate investment and hospitality management company with over $15 billion of assets under management and a global portfolio of more than 400 hotels spanning North America, Europe, the Caribbean, and Latin America.
With a 30-year track record as an innovator in the hospitality industry, this forward-thinking company provides expert guidance through all stages of the property cycle, from planning and development through recapitalization or disposition.
Highgate continues to demonstrate success in developing a diverse portfolio of bespoke lifestyle hotel brands, legacy brands, and independent hotels and resorts, featuring contemporary programming and digital acumen.
The company utilizes industry-leading revenue management tools that efficiently identify and predict evolving market dynamics to drive outperformance and maximize asset value.
With an executive team of seasoned hospitality leaders and corporate offices worldwide, Highgate is a trusted partner for top ownership groups and major hotel brands.
Ace Hotel is a collection of individuals held together by an affinity for the soulful.
We are not here to reinvent the hotel, but to readdress its conventions to keep them fresh, energized, human.
We believe that hospitality is compassion, that it is not servility but genuine concern for others’ well-being.
We like the stories that come with things and think that wherever you are, you should feel like you’re there.
Work can be a beautiful thing when done beautifully, and it’s a lot more fun done together than apart.
This, more than anything else, is why people want to sleep with us.