Sales & Events Coordinator

RESPONSIBILITIES

• Maintain diligent attention to all inquiry channels to ensure timely and accurate response within the target guidelines.
• Delegate inquiries to the appropriate sales executive based on market deployment guidelines.
• Maintain active logs to account for all sales inquiries, the delegation of the inquiries for follow up and accurate tracking of the follow-up results,
• Assist in the preparation of sales contracts and monitor communications with clients and sales executives to ensure accurate and timely results.
• Track pricing results from revenue management and property leadership to ensure sales executives have accurate and timely information for the sales process.
• Ensure accurate reporting in the operating systems including the property management system, sales systems, and reporting to revenue management.
• Maintain weekly and monthly sales reports for each sales executive.
• Keep all departments informed of event specifics and guarantees that could affect scheduling, payment conditions, etc.
• Ensure arrival reports and daily event reports are accurate and verified distribution to key department leaders to ensure VIP attention.
• Coordinate with department heads on daily preparation of showrooms and public spaces for site visit, etc. (lights, temperature).
• Proactively identifies operational challenges associated with the guest's experience and works with management or hotel staff to solve these challenges and/or develop alternative solutions.
• Composing all note cards for VIPS daily and handing them to front desk.
• Assist sales executives in management of their calendars.

Sales Assistance

• Prepares all group and event documentation and coordinates with sales, hotel departments and client to ensure consistent, high-level service throughout guest stay, pre-event, event, and post event phases.
• Acts as liaison between operations and clients/groups throughout the planning process and is available to solve problems and/or suggest alternatives to previous arrangements.
• Helping the sales team to improve their productivity by contacting customers to arrange appointments and ensuring the property has high-quality, up-to-date support material.
• Proactively identifies operational challenges associated with the guest's experience and works with management or club staff to solve these challenges and/or develop alternative solutions.
• Assist with events and ordering or any other set up details on day-of event as needed.
• Manages banquet and meeting space for assigned groups.
• Responsible for knowledge of banquet menu items and price points.
• Prepare and distribute banquet event orders in a timely manner and keep all department heads informed of any changes and/or additions.

Exemplify our MERCURY RISING values at work and during all offsite work-related events:

• Teamwork; Work collectively to realize goals that are greater than what you can achieve individually.
• Friendliness; create an authentic, welcoming environment for all patrons; be friendly, greet members with a smile, give a sincere farewell, and use member's name whenever possible.
• Health; promote health by demonstrating a long-term and all-encompassing approach to health, which integrates soundness of mind, body, and spirit.
• Heritage; embrace the values and traditions inherited from the club founders.
• Strive for Wonderment; create an ambiance of wonder for our members and guests by creating marvel and unexpected joy in every club experience.

Consistently adhere to the Los Angeles Athletic Club core service standards:

• Exemplify high-quality hospitality by making every member, guest, and business partner feel welcomed, valued, respected, and listened to; greet at every encounter, offer assistance to anyone who appears in need, escort individuals to correct destination.
• Take responsibility for maintaining an uncompromisingly clean Club; maintain your work area neat and clean, clean after yourself in associate and member areas, be proactive in maintaining member areas neat and clean by performing minor clean up as needed (i.e., cleaning minor food and liquid spills, storing forgotten exercise equipment, wiping equipment, etcetera); and promptly report needed repairs, potential safety issues, significant cleaning jobs to housekeeping, cleaning, and/or engineering department.
• Follow through with resolutions to problems from beginning to end; break away from your regular duties if needed to follow through on resolutions.
• Be knowledgeable of Club information; maintain sufficient and updated information to be able to easily answer questions from members and guest thoroughly from beginning to end.
• Practice personal hygiene: wear clean and pressed clothing, and proper uniform if required by your position.
• Use proper and welcoming telephone etiquette; do not screen calls, answer calls by the 3^rd ring, smile while you speak.
• Reply to emails the same day you receive them.
• Anticipate and comply with member needs and record their preferences.
• Be an ambassador of the Los Angeles Athletic Club in and outside the workplace; always represent yourself and the club professionally and with respect.

Ensure A Safe Work Environment:

• Comply with the Company Health and Safety (H&S) processes while working on projects, initiatives, and other work-related duties; perform job duties in a way that will not cause danger to self or others, or violate local, state, federal, environmental regulations.
• Promptly correct or report any hazard, potential hazard, or unsafe work condition to the Director of Facilities, and/or People & Culture; wear protective equipment when required; ensure work location is kept safe, clean, and organized.

Initiate Professional Growth:

• Consistently evaluate work for efficiency, quality, alignment with the Company's service standards, and compliance with Company policies and procedures.
• Seek out opportunities to enhance personal skills set relevant to job tasks.
• Maintain current product knowledge, best practices, and skills needed to meet the demands of your position.

ESSENTIAL QUALIFICATIONS

• Two or more years of relevant experience in events, sales, and hospitality operations.
• Experience as a coordinator or in administration may be advantageous.
• Leadership capabilities skills.
• Positive attitude consistently
• Punctuality is essential with the ability to work regular scheduled business hours as determined by business needs.
• Computer literacy and comfort with technology
• Good administrative, organizational, and problem-solving skills.
• Excellent communication, sales, and customer service skills.
• The ability to multitask, work in a fast-paced environment, and meet deadlines.
• Knowledge of industry PMS and CRM systems/software
• Adherence to company policies on regular basis
• Email and calendar etiquette as a time management and communication tool

Physical requirements, Demands, and working conditions:

Associate Acknowledgment:

This description is not intended to be all-inclusive. Associates may be asked to perform any reasonable management request, within their capabilities, to meet the ongoing needs of the business.

NOTE: This description excludes non-essential and marginal functions of the position that are incidental to the performance of the fundamental job duties. Furthermore, the specific examples in each section are not intended to be all-inclusive. Rather, they represent the typical elements and criteria considered necessary to perform the job successfully. Other job-related duties may be assigned by the associate's supervisor.

Furthermore, this description is subject to change, in the sole discretion of the Company and in no way creates an employment contract, implied or otherwise; each associate remains, always, an "at will" associate.