Sales and Catering Coordinator
DoubleTree by Hilton Minneapolis Park Place
Location: US - MN - Minneapolis
The DoubleTree by Hilton Minneapolis Park Place is searching for a Sales and Catering Coordinator to join our Sales Department.
Assist sales managers in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications and sales.
-Answer incoming telephone calls completing a lead form for all inquiries and assisting guest with questions, changes, and special requests. Ensure no leads are abandoned and all calls are returned within four hours and requests are communicated to appropriate departments.
-Mail Distribution and Deposit
-Reader boards, Electronic Boards, Door Cards, Change Log, and Daily Events distributed to all teams daily
-MASTER BEO book- updated daily with changes from change log, revisions and late ads.
-Cookie Order Requests submitted daily by end of day for following day and securing show rooms daily by 10:00am.
-BEO Batch- Printed all completing BEO’s for following week and distribution completed on Tuesday’s by 3:00pm.
-2 Week Report Printed and distributed for Catering Team to review for upcoming events for operational department’s scheduling and then distributed with changes to operational team.
-Resume Report Printed and distributed highlighting resumes due by each manager for following 2 weeks.
-Missing Sheets Report complied and distributed on Tuesday after BEO Batch print is completed indicated all events that BEO’s are not completed.
-Resume Packet and Daily Events Packet for Staff (Completely by Tuesday’s at noon).
-TBA and Outstanding Booking Report printed and distributed to Catering and Sales Managers on Thursdays.
-Meeting Planner Survey- insuring all recent events get an electronic survey request.
-Processing Honors Points for all events as needed.
-Creating PGWP’s for all Group Bookings as needed.
-Maintenance of Files and Filing.
-Space requests and creation of BEO’s for all In-House Meetings.
-Sales support- creating group resumes as needed and running reports as needed.
Assist guests with changes and special requests, as needed.
No travel required.
Hours: 40 hours over a five day period; typically Monday through Friday; days and times may vary based on need.
SUPERVISORY DUTIES - None
Ability to type 60 WPM, Microsoft Office experience, Alphabetizing, grammar and punctuation. Standard business letter formats. Strong editing skills.
Excellent hearing required for telephone inquiries and client and associate handling.
Excellent vision required as contracts and letters are hand written, filing, using computer, checking diary.
Excellent speech communication skills necessary to communicate clearly with customers and other departments.
Excellent comprehension and literacy required to read manager's letters, help prepare contracts and proposals.
Order office supplies.
Bending/kneeling - repeated bending and kneeling required while filing.
Mobility - must be able to reach all areas of hotel to assist clients.
No continuous standing, climbing or driving required.
High school diploma or vocational secretarial.
Previous secretarial experience preferred.
Computer, PC, typewriter, copier, fax, phone.
Work inside 100% of 40 hours.