Hotel Carmichael- Sales Coordinator

Why Work at Hotel Carmichael?

At Hotel Carmichael, Autograph Collection , we set the stage for luxury, artistry, and world-class hospitality in Carmel’s vibrant city center. Featuring 122 elegantly appointed guest rooms, the stunning Feinstein’s Cabaret, and the upscale dining experience of Vivante, our hotel is a destination for refined comfort and unforgettable experiences. Curators at Hotel Carmichael are part of a passionate, service-driven team, bringing elegance, culture, and personalized hospitality to every guest.

DEPARTMENT: Sales and Marketing REPORTS TO: Director of Sales & Marketing STATUS : Non- Exempt

PRIMARY JOB DUTIES :

• Assists the Sales Department withmaintaininggroup business by the following:

• Build group room blocks in Opera and MARSHA

• Enter group room lists.

• Enter individual reservations as needed.

• Ensures billing information on all reservations, groups and Master Accounts is set up correctly.

• Send sales correspondence including rooming lists and Banquet Event Orders to customers asrequested.

• Responds to customer requests as directed.

• Utilizes SFA correctlyto ensure accurate tracking, booking, and follow-up on all accounts.

• Maintains Data Quality Index standards in SFA.

• Entry of client/account information into SFA.

• Creates and distributes proposals, resumes, agreements, and Banquet Event Orders as requested .

• Develops catering and banquet sales tools.

• Creates menus directed by Catering Staff.

• ng and banquet services.

• Meets with clients for additional walkthroughs to finalize event details.

• Assists with all site preparation and support.

• On-site the day of event coordinating to ensure execution is on schedule,maintainingcontact with the client throughout and coordinating with vendors. Must be available to clients for any last-minute needs.

• Liaises with other departments to help ensure clients’ needs are met or exceeded.

• Actively participates in weekly BEO meetings with the Banquet Team.

• Informs culinary and operating departments of any changes, additions or deletions to assigned groups' functions plans.

• Provides event recaps and operation,salesand production suggestions to the VAST management team.

• Discusses the client/group’s plans for future events, encouraging re-booking.

• Performs any other duties set by the Director of Sales & Catering and/or Director of Operations.

• Provides an exceptional level of service. RepresentsVAST in a courteous, efficient, and friendly manner in all client and company interactions.

Additional tasks and responsibilities may be assigned at the discretion of the manager. Furthermore, task s and responsibilities may be added or revised based on the volume of business and the need for the work to be completed at the present time .

KNOWLEDGE, SKILLS AND ABILITIES:

• College diploma, preferably Hospitality program .

• 2 years’ experience, preferably at properties of similar size and quality (most notably four or five star/diamond property) .

• Delphi experience preferred .

• A true desire to satisfy the needs of others in a fast-paced environment .

• Refined listening, verbal and written communication skills .

• Must be proficient in general computer knowledgeand MS Office .

• Able to take initiativewith exceptional energy, flexibility, and professionalism .

• Extremely detail oriented and organized .

• Ability to as build and maintain positiverelationships .

• Ability to work collaboratively with all individuals on the team .

• Must be well-groomed, meet the professional dress code requirements, and be able to deal with associates and guests courteously and efficiently.

• Must be able to obtain a valid Oklahoma State ABLE License .

• Able to work extended workweeks , including weekends or holidays, to accommodate a client's needs as well as any functions.

PHYSICAL DEMANDS:

• Ability to stand, walk, and move throughout the property for extended periods.

• Ability to use computers, phones, and standard office equipment.

This job description is not intended to create a contract of employment. Employment with the Company is at-will and may be terminated by either the employee or the Company at any time, with or without cause or notice, in accordance with applicable law.