Hotel Ändra Seattle, WA, USA
Nov 10, 2019Full time
Hotel Ändra is currently accepting applications for a talented, organized, friendly, and motivated Sales and Reservations Coordinator. This is a great position for introduction into the hospitality sales department, while still maintaining a small foothold in hotel operations. Although not required, this is a great position for experienced Front Desk Agents, or Executive Office Admin looking to explore and advance their career in Hospitality. We are dedicated to creating a warm, attentive and professional environment for our guests and team members. The success of our Hotel has been built through the contributions of all of our employees. The work you are assigned to perform will play an important part in the overall impression that our hotel will create for our guests. Our reputation and continued success will depend upon exemplary work from you and others. Our focus is supporting our employees' personal and professional growth. We believe that if we take care of our team members, they will be able to take care of our guests and make our home, our guests preferred "home away from home"! The Sales and Reservations Coordinator position supports the sales team and is the liaison between the Sales Department and the Operations team including the Front Desk, Revenue Management and Catering. This position assists the Sales Managers, Front Desk Team, and Revenue Management. The Sales and Reservations Coordinator position also provides administrative support to the Owner, General Manager and Executive Office Management. This position completes office mailings, letters to guests, supply orders and other duties as assigned. This position also takes overflow reservations calls. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Sales Support / Reservation duties Prepare Group resumes and distribute; review with team at Resume Review Meeting with Front Office Maintaining Tom Douglas Banquet Event Orders (BEO) Distribute Weekly Event Schedule to team; coordinate calendars (event schedule) Welcome notes (partial, shared with Sales team): daily writing of notes, preparation of amenities, traces and administers return guest program, notifying team of VIP arrivals. Packages: printing package note cards, preparing GCs for appropriate packages, maintaining package/amenity inventory Group/PCC files for Sales team - labels for files, filing Work as a liaison between sales and front desk on corporate accounts, groups, including special instructions, reservations both group, corporate, and leisure. May oversee or facilitate sales leads as directed by the Director of Sales and Marketing May balance hotel availability / modifying guest reservations to balance inventory. Use guest history to record guest information and update data on repeat guests. Accurately note reservations that have been updated when balancing inventory. Assist with Revenue Management i.e. rate building and rate changes in Opera, Synxis, and 3rd Party inventory management systems Reconcile Stash Reward Data / WPS Commissions Group Creates Blocks Managing group blocks in conjunction with Director of Revenue Management and Director of Sales by cut off date Input Rooming Lists and Reservations Pull final billing and communicate final payment method to Sales Manager and Director of Revenue Management Act as liaison between Hotel Ändra and Tom Douglas Catering for Meeting and Events Office support: maintaining contact/info lists, in-house databases, etc. Administrative support: filing, labeling, etc. Office mail - stamping/sending (daily) Hotel support: misc. requests to print letters (guest letters), update templates, order items, etc. Gift certificates (donated & purchased): creating, mailing, filing - Marketing Manager to approve donation requests, take donated GC reservations Reply to guest survey and online social media reviews and month end reports as directed by the General Manager Must be knowledgeable of Hotel Ändra's operating and service philosophy and awareness of programs and activities in all areas. Requirements SUPERVISORY RESPONSIBILITIES No supervisory responsibilities. EDUCATION and/or EXPERIENCE One year certificate from college or technical school. Office / Hotel experience requested. Excellent customer service and communication skills required. Strong attention to detail required. Requirement for the position is working knowledge of social media applications Food and Beverage and or Banquet Operations experience strongly recommended, but not necessary. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to effectively present information and respond to questions from groups of guests, employees, managers and/or the general public. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, proportions and percentages. REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. INTERNAL/EXTERNAL CONTACTS Daily contact with hotel guests, employees and managers. Frequent contact with travel agents, corporate clients, vendors, sales representatives, and other hotel properties. LEVEL OF FINANCIAL RESPONSIBILITY Some small financial responsibility. Posting deposits to proper accounts or reservations LEVEL OF CONFIDENTIALITY Financial, guest privacy, including special accommodations, credit card information, addresses, telephone numbers, etc. LEVEL OF DECISION MAKING AUTHORITY Makes decisions as necessary to accommodate guests in accordance with Hotel policies and procedures. Approval of such may be required by the Director of Sales and Marketing. EQUIPMENT USED OR OPERATED Personal computer and computer software, multi-line telephone system, credit card machine, Hotel reservation system, ten key, fax machine and copy machine. Microsoft Office - Excel, Word, Outlook, Publisher experience. CERTIFICATES, LICENSES, REGISTRATIONS none required PHYSICAL DEMANDS 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. A flexible work schedule is required.