Now Hiring - The Edgewater - Social Sales Coordinator in Madison, WI

Job Purpose

The Social Sales Coordinator will be responsible for assisting the Social Sales & Catering Team, Revenue Manager, and Reservations Manager in handling rooms-only group bookings and manage contracted social room blocks. This position acts as the liaison between the client, sales team, and operational staff to ensure the seamless arrival of social room blocks.

Duties and Responsibilities

• Works quickly in high-pressure environment and ability to handle stress
• Collaborates well with others and recognizes the importance of being a part of a team
• Works with the Social Sales & Catering Team, Revenue Manager, and Reservations Manager in handling rooms-only group bookings, managing contracted social room blocks, tracing cut-offs dates, sending reminders to clients, following up on special instructions pertaining to group, and completing detailed and accurate group resumes for our operational team.
• Maintains organized group files and notes
• Complete turnover process to assigned groups once contract is signed and received
• Timely response to client and guest requests; the expected response time is one business day or less
• Assure Resumes are complete 2 weeks prior to the event (with the exception of “pop-ups”), complete with information pertinent to event and room block. All Pop-Ups within 2 weeks must be walked to Operations including Front Office and Reservations Team.
• Assist Social Catering Sales Team to ensure any upcoming groups are fully handled and assist when necessary
• Work with Social Catering Sales Team to accurately quote and charge all deposits; receive and process deposit payments, sending reminders as necessary
• Assists clients during events on-property which may include early morning, evening and/or weekend hours
• Anticipate and resolve guest service concerns by providing solutions in a prompt and professional matters
• Acts as a liaison between Social Catering Sales Team and the Guest while following-up and keeping all appropriate Team Members aware of pertinent informational changes or any irregularities for assigned groups
• Is consistently available to assist with special projects and events and willingly accepts related responsibilities.
• Ensures communication is conveyed to all appropriate areas within the Hotel and resolves any outstanding issues or problems to ensure a quality product delivery and guest satisfaction.
• Follow Standard Operating Procedures and company policies, especially as related to event restrictions, collection of deposits, billings and collection of funds.
• Reviews event sheets and works with appropriate departments to ensure quality and satisfaction.
• Assists with property tours, as needed
• Assist the Social Catering Sales Team with BEOs, Resumes, and floor plans as needed (moved location of this line)
• Other Duties as assigned

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

• Combined 2+ year's previous hotel
• High School diploma required
• Excellent personal computer skills with experience in Microsoft Office software and at least one (1) year experience with Delphi, Opera and/or comparable convention management software
• Possess above average verbal and written communication skills
• Must possess excellent organizational skills
• Ability to meet deadlines and handle difficult situations
• Ability to handle multiple tasks and priorities
• Use analytical skills for measuring business potential and value to the hotel
• Interact with all levels of customers and hotel management

Working Conditions

This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This position may require evening and weekend work, working outdoors, working with challenging clients, and minimal travel.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit, stand, walk, use hands to finger, handle or feel, and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.