Summary

Develop a working relationship with corporate and tour group clients by detailing all information regarding their activities and needs during their stay with us. Disseminates this information to all departments in a timely fashion. Maintains warm and hospitable relations with the guests during their stay. Works closely with Sales Managers, Reservations Manager and the F&B Department.

The Sales Administrator is responsible for the service, planning, organization, communication and overall execution of corporate, tour operator and in-house events and all related functions. This position is responsible for achieving food and beverage budget, site fee budget and up selling techniques.

The ability to qualify and analyze the needs and expectations of the client is imperative while maximizing revenue for the resort. Clear communication of the client's expectations must be communicated to each internal department in the form of accurate and complete Banquet Event Orders and catering contracts and lodging requirements. Excellent communication skills and sales skills are a must.

Essential Duties and Responsibilities

include the following. Other duties may be assigned.

1. Contacts meeting planner once a group is "definite" to discuss all details of their stay (i.e., rooming list, billing, meeting & f&b requirements/set-ups, etc.)
2. Documents all group details by generating and distributing the Group Spec Sheet and Banquets Event Orders (BEO's).
3. Responsible for the database administration and is the technical administrator of the sales database.
4. Book and details all tour series for overnight or day groups.
5. Consults with customers on execution of event.
6. Monitors receipt of all tour and corporate group deposits.
7. Schedules and chairs the Pre-con meeting with the client and hotel staff.
8. Ensures proper set-up and cleanliness of all group functions by checking in with the client at the start of each function. Assists with set up if needed.
9. Reviews daily group billings to master account to ensure accuracy.
10. Provides signage for all group functions.
11. Generates and distributes "Daily Events Report" once a week as well as other specific group reports on an as needed basis.
12. Attends weekly meetings as required (F&B, Weekly Function Meeting, etc.)
13. Generate final bill with cover letter and group evaluation form.
14. Manage Sales Platforms- Delphi, CVENT, etc.
15. Update/ create sales collateral- proposal, estimate templates
16. Update and maintain sales catering menus
17. Manage in house events- coordination, BEOs
18. Oversee weekly BEO distribution and manage weekly meetings
19. Weekly/monthly sales reporting/ auditing in Delphi- GRC vs. Host, pick up, etc.
20. Work directly with client post contract to detail all aspects of meeting and upsell client F&B options.
21. Assist Director of Sales & Marketing, F&B Director or Asst Director of F&B with administrative tasks as needed.
22. Other duties as assigned.