Prismhotels.com



[pic] Position Description

|Title: |Group Services Coordinator |

|Department: |Sales |

|FLSA Status: |Non-Exempt |

|Job Group |Group 4-Professional Administration |

| | |

Scope of Position:

The Group Services Coordinator communicates details for sales groups and conventions regarding hotel guestrooms, catering services, food and beverage, and banquet facilities while maximizing total rooms, food, beverage and meeting room rental revenues and profits and ensuring guest satisfaction.

Position Responsibilities and Qualifications:

Education & Experience:

• High School diploma or GED Certificate required, and minimum of two years in sales and marketing preferred.

• Minimum one year food and beverage and/or hospitality related work experience is preferred.

• Alcohol awareness certification and/or food service permit as required by local or state government agency, and other certifications as required by franchise.

• Solid Microsoft Office Suite computer skills and financial knowledge required.

Physical Requirements:

• Long hours sometimes required, including nights and weekends.

• Light Work - Exerting up to 20 pounds of force occasionally, and /or 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

• Ability to stand for long hours at a time.

• Ability to move quickly about the property to various departments of the property.

Required Competencies

• Must be able to convey information and ideas clearly, both oral and written.

• Must work well in stressful, high-pressure situations.

• Must be able to evaluate and select among alternative courses of action quickly and accurately.

• Must be effective in handling problems in the workplace, including anticipating, preventing, identifying and solving problems as necessary.

• Must be effective at listening to, understanding and clarifying concerns and issues raised by team members and guests.

• Must have the ability to assimilate complex information, data, etc. from disparate sources and consider adjust or modify to meet the constraints of a particular need.

• Must be able to prioritize departmental functions to meet due dates and deadlines.

• Must be able to work with and understand financial information and data, and basic arithmetic functions.

Responsibilities may include any and all of the following:

• Approach all encounters with guests and team members in a friendly, service-oriented manner.

• Regular attendance is required in compliance with Prism 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 proper dress and correct nametag when working.

• Comply at all times with Prism standards and regulations to encourage safe and efficient hotel operations.

• Must, at all times, be attentive, friendly, helpful and courteous to all guests, managers, and other team members.

• Develop and maintain relationships with client after program has been booked by sales department.

Responsibilities cont’d:

• Detail all aspects of upcoming group and/or convention (guest rooms, meeting space, food & beverage, off-site events, exhibits, audio visual, etc.).

• Confirm in writing to the client and all affected departments all requirements via Event Orders and/or Group Resume.

• Negotiate guest room rates, food and beverage prices, meeting room rental, function space, and hotel services within approved booking guidelines when original commitment from sales contract is not met or as needed.

• Manage and implement room rental sliding scales and cancellation clauses as outlined in sales contract.

• Monitor room blocks and pick-up for all groups through rooming lists and cut -off dates for all bookings.

• Accurately forecast guest room pick-up and banquet sales revenues and cancellations for all bookings. Keep sales manager informed of any changes.

• Assist sales managers with tours of the hotel and banquet facilities; entertain qualified potential clients in accordance with company and property policies and procedures.

• Assist the Director of Sales and the Director of Catering with the implementation and achievement of the marketing plan.

• Comfort in communication and negotiation with potential and existing clients.

• Maintain an accurate and up-to-date filing system.

• Answer telephones for the catering department and take messages containing the necessary

information needed by the managers to respond.

• Assist the client in menu planning; coordinates food, beverage, meeting room set-up, decorations and other services as requested by the client; assures that all requirements are communicated and completed to the clients specifications.

• Produce and distribute detailed Group Resumes; lead pre-con and post-con meetings as needed.

• Respond quickly to guest requests in a friendly manner. Follows up to ensure guest satisfaction.

• Follow company and brand policies and procedures.

• Fulfill Manager on Duty shifts, if required.

• Be familiar with hotel layout and menus with pricing.

• Thorough knowledge of meeting room capacities and layouts.

• Offer assistance to people calling the office and assist inquiry calls and walk-ins.

• Call groups for guarantees 72 hours in advance of function and communicate all changes and additions to all departments.

• Keep inventory of supplies and requisition as necessary.

• Be proficient with hotel’s Sales and Catering software system.

• Be familiar with other computer software necessary for the job.

• Perform other duties as requested by management.

• Attend meetings/training as required by management.

Relationships:

Internal: All hotel departments: To communicate client expectations.

Reservations: To confirm guestroom availability.

Sales: Share leads, account and client information, assist in the re- booking process.

External: Guests: To provide service.

Travel Agencies: To promote hotel services and generate business.

Competition: To stay informed of competitive strategies and business conditions.

CVB: To promote hotel services and generate business.

Vendors: Orders goods and services.

Organizational Structure:

Reports to: Director of Catering or Director of Sales

Job title also known as: Conference Coordinator, Catering Coordinator, or Assistant Catering Manager

This job description is a general representation of the duties and responsibilities commonly found in Prism Hotels for this type of position; it may be modified at an individual hotel based upon business levels,

I understand this position description is a general representation of the essential nature of the position and level of work being performed. This is not intended to be an all inclusive list of ALL responsibilities and qualifications of the job.

Team Member Acknowledgement Date:

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