Job Description

SUMMARY:

The Group Sales Coordinator is responsible to ensure that all arrangement and requirements are gathered for groups prior to arrival. Under the direction of the Sales Account Manager, they read and analyze the contracts to gather guest\xe2\x80\x99s requirements, determine proper accommodations, setups, catering, audio visual, and timeline and give attention to any special guest needs and manage all invoicing, billing, and deposit through final billing. This individual will also perform a wide range of clerical and administrative duties to support the daily operation of the Sales and Marketing Department.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Answer telephones in Sales Office and take accurate messages to respond to telephone inquiries by determining client\xe2\x80\x99s needs and specifications for referral to Marketing and Sales Team.
• Assist with typing of the Banquet & Sales correspondence.
• Distribute promptly to all departments about notice of any chance in the Banquet Event Order.
• Prepare signage and menu items for all banquet event functions.
• Sending Banquet Event Orders and Group Contracts for Approval to Customers.
• Contact customers to remind them before due dates.
• Develop and maintain positive working relationships with others, and support the sales and marketing team to reach common goals.
• Ensure prompt responses for all inquiry through telephone & email.
• Ensure that all the administrative documents are prepared for the hotel sales team and included in the BEO.
• Ensure orders and requisitions for catering and banquet departments are completed.
• Responsible to attend periodic sales meetings and circulate minutes of the meetings and regular follow-ups.
• Respond and act upon special requirements requested by the customer.
• Update event calendars.
• Perform all duties as deemed necessary for the success of the department.
• Interpreting and servicing terms of contract for Banquet Events. Ensuring guest room, meeting and event logistics are planned, communicated to and executed by respective departments and team members.
• Master Banquet & Catering Event Billing.
• Guiding Event Service Managers and providing administrative support.
• Responsible for in-house displays (including digital screen, marque board, and display boards in elevators, etc.).
• Maintains thorough knowledge of the hotel\'s group policies and procedures as well as a complete and thorough knowledge of the Hotel, hours of operation, in-house promotions, location of facilities, room layout, features, events in the Hotel, and points of interests of surrounding areas acting as a concierge service for all groups.
• Administers group events including placing welcome baskets in group contacts\' room and taking care of any accommodations for event groups.
• Ensures all documents produced by the Sales & Catering Department (i.e., BEO\'s, contracts, rooming lists, proposals) are completed accurately and on time and performs a range of operational support activities to include, but not limited to establishing, maintaining, and updating files, records, and other documents.
• Responds quickly to guest requests in a friendly manner. Follows up to ensure guest satisfaction.
• Performs special Social Media Marketing under direct supervision and direction from the Marketing Coordinator and Director of Marketing & Sales.
• Monitor and respond to web-based requests for information of booking events.
• Social Media marketing campaigns and day-to-day activities including: Create relevant content to reach the company\xe2\x80\x99s ideal customers.
• Conduct online advocacy and open stream for cross-promotions.
• Develop and expand community and/or blogger outreach efforts.
• Other duties as assigned.

EDUCATION and/or EXPERIENCE:

• Associates Degree in Business Management and/or Administration; or an equivalent of 2 years in Hospitality, Event Coordination or Sales is required.
• Must possess a valid driver\xe2\x80\x99s license and be insurable under the company\xe2\x80\x99s insurance policy.
• The ability to read English and understand both written and verbal instructions is required.
• This position requires excellent PC skills with proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to rapidly learn the company\xe2\x80\x99s hotel booking and accounting software.
• Ability to work flexible hours including evenings and weekends.

CERTIFICATIONS, LICENSES & REGULATIONS:

• V1 training is required.
• Required to watch Customer Service video annually.
• Required to watch Sexual Harassment video.
• This individual will be required to successfully pass a pre-employment drug test and as a condition of employment will be subject to random drug testing.
• Possess a valid State of Montana Driver\xe2\x80\x99s License and be insurable under the company\xe2\x80\x99s insurance.
• It is always the responsibility of the employee to always have all documents current and valid.

Full Time Team Members (32+ hours) will be eligible for employee benefits after 90 days.

Include the following:

\xc2\xb7 Health

\xc2\xb7 Dental

\xc2\xb7 Vision

\xc2\xb7 Life insurance

\xc2\xb7 Short/Long Term Disability & AD&D Insurance

\xc2\xb7 Holidays \xe2\x80\x93 10 observed

\xc2\xb7 Paid Time Off

\xc2\xb7 401k with company match

\xc2\xb7 Team Member Discounts

\xc2\xb7 Tuition Reimbursement

\xc2\xb7 Career growth

\xc2\xb7 Employee Recognition Program

S&K Gaming LLC