Sales and Events Coordinator

Position Summary:

The Sales and Events Coordinator is responsible for actively recruiting group business, coordinating all event details, and ensuring the successful execution of events from start to finish. This includes engaging with potential clients, managing event logistics, working closely with the Food & Beverage (F&B) team, overseeing the event, ensuring billing accuracy, and successfully closing out each event. This is a hands-on role that requires close collaboration with internal teams and clients to deliver exceptional experiences. The role also encompasses the responsibilities of maintaining the Hoffmann Hotel culture by delivering exceptional hospitality.

Key Responsibilities:

Sales and Recruitment:

• Actively recruit group business through networking, outreach, and relationship building.
• Conduct site visits and provide compelling presentations to prospective clients.
• Develop and maintain strong client relationships to secure repeat business and referrals.

Event Coordination:

• Work with clients to gather event requirements and ensure all details are clearly documented.
• Create and manage event contracts, timelines, and schedules.
• Serve as the primary point of contact for clients throughout the planning process.

Collaboration with F&B Team:

• Partner with the Food & Beverage team to design menus and coordinate event setups.
• Ensure all event details, including food, beverage, and room arrangements, are accurately communicated to the F&B team.
• Attend pre-event meetings to ensure alignment with all departments.

Event Execution:

• Oversee the on-site execution of events to ensure everything runs smoothly.
• Troubleshoot any issues during the event and ensure client satisfaction.
• Lead post-event debriefs to identify opportunities for improvement.

Guest and Client Engagement:

• Provide guests and team members with professional, efficient, courteous, and genuine hospitality.
• Anticipate guest needs and offer services prior to the guest asking.
• Establish and maintain strong professional relationships with clients through effective and timely communication.
• Manage guest concerns appropriately and resolve issues to their satisfaction while keeping business objectives in mind.

Administrative Duties and Billing:

• Prepare and review event billing to ensure accuracy.
• Communicate billing details to clients and address any inquiries.
• Ensure timely closure of all financial aspects related to events.
• Learn and utilize the systems and reporting tools used by the sales department.
• Maintain detailed records of all events, including client communication and feedback.

Additional Responsibilities:

• Stay updated on current trends for events and share insights with the sales team to elevate client experiences.
• Support the front desk during slow seasons or as needed, ensuring rooming lists are accurate and assisting with check-ins for large groups.
• Respond to guest comments and questions.
• Support other departments as needed and as directed by the GM/DOS.

Qualifications:

• High school diploma or equivalent; College degree preferred.
• Proven experience in event coordination, sales, or a related field.
• 2 years of experience in guest service, preferably in hospitality.
• Strong written and verbal communication skills in English; a second language is a plus.
• Proficiency in event management software and Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong organizational, multitasking, and creative problem-solving skills.
• Flexibility to work evenings, weekends, and holidays as needed.

Physical Requirements:

• Ability to stand, walk, and move around during events.
• Capability to lift and carry materials weighing up to 25 pounds.
• Comfortable working in a fast-paced and dynamic environment.