Summary
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At Hyatt, we believe our guests select Hyatt because of our caring and attentive associates who are focused on providing efficient service and meaningful experiences.
The purpose of the Sales & Event Coordinator is to provide administrative support to all departments within the Sales & Marketing Division including Sales & Marketing.
The Sales & Marketing Coordinator must have exemplary attention to detail and a sound knowledge of both office and Hyatt systems. This role involves a great amount of multi-tasking and a result, time management is a critical element in the success of this position.
At Hyatt, we value the opinions of our colleagues and recognize that collaboration and innovation drives us towards fulfilling our organizational goals. It is expected that you actively seek opportunities for improving your workplace and share feedback with your leaders. In the spirit of true partnership, Hyatt operates as one team without departmental boundaries. Working together as one team allows us to cultivate genuine relationships with each other and further broadens our capacity to truly care for people so they can be their best.
Main Responsibilities
Administration
Ensures that an efficient and accurate filing system is in place for all departmental records, both manually as well as electronically.
Assists all departmental managers with administration work agreed between the Sales & Marketing Coordinator and the Director of Sales & Marketing.
Is fully aware of Park Hyatt and Hyatt Hotels Corporation brand standards and ensures that all administration is completed to these standards.
Assists in consolidating and preparing the monthly Sales & Marketing report as directed by the Director of Sales & Marketing.
Send credit applications to Groups and follow up on the proper fill out and approval by accounting department, creating and updating an Excel spreadsheet to track them properly.
Create EO’s for site inspections. Follow up accordingly with all the departments to make sure they are prepared for the event.
Check on VIP’s rooms to make sure they are on perfect shape before client’s arrival.
Guest Service
Handles guest and employee enquiries in a courteous and efficient manner, reporting complaints or problems to the Director of Sales & Marketing.
If no immediate solution can be found, to ensure that the necessary follow-up is conducted in a timely manner.
Entertains and conducts hotel client site inspections whenever required by the Director of Sales & Marketing.
Establishes and maintains strong relationship with the established clientele and other operational departments.
Liaises and works closely with the related operation departments ensuring guest's requests and expectations are being met.
Marketing
Assists to conduct extensive competitor research and maintains excellent product knowledge of the resort.
Is aware of community, business, political and social factors that may affect the hotel’s financial performance.
Assists the Marketing Communications Manager with social media management administrative tasks including, but not limited to:
Printing materials and distributing as needed
Drafting marketing materials such as brochures, presentations, and promotional materials
Reviewing social media calendar, assisting with edits and auditing throughout month
Capturing and editing content for social media use as needed; resort photos and social clips
Scout for influencers and bloggers for collaboration opportunities
Stay up-to-date with social media trends, best practices, and new technologies to improve social media marketing efforts.
Takes ownership for the registration, payment and pre event communication for all resort events, including but not limited to Park Hyatt Masters of Food & Wine events and Park Hyatt Taste Masters events.
Operational
Is fully conversant with Envision, PRIO, MPIS, EMS, EAS, Passkey and Opera and acts as the Sales Administrator for these systems ensuring they are well maintained and all information entered is accurate and relevant.
In the absence of the Director of Sales & Marketing/ Event Sales Manager/ Sales Manager, responds to all telephone calls or inquiries, ensures information and messages are accurately received and relayed to the managers concern in a timely manner.
Prepares, compiles and distributes the monthly sales and marketing activity reports in a timely manner. (DOSM will provide a list of reports).
Assists in the distributions of relevant hotel information to clients when required.
Maintains good relationship with the established clientele and provides all necessary assistance when required.
Liaises and works closely with the related operation departments ensuring guests needs and expectation are being met.
Maintains a detailed knowledge of hotel facilities, features and services.
Maintains all departmental SOP’s and departmental handbooks.
Other Duties
Attends and contributes to all training sessions and meetings as required.
Maintains strong, professional relationship with relevant representatives from competitor hotels, business partners and other organisations, especially travel agencies, local business groups and airlines.
Responds to changes in the Sales and Marketing function as dictated by the industry, company and hotel.
Understands and adheres to Rules and Regulations established in the Colleague Handbook and the Resort’s policies concerning fire, hygiene and health and safety.
Ensures high standards of personal presentation and grooming.
Seek opportunities to further self-development via Hyatt’s Learn Site, external classes, personal reading, etc.
Carries out any other reasonable duties and responsibilities as assigned.
Hyatt associates work in an environment that demands exceptional performance yet reaps great rewards. Whether it's career opportunities, job enrichment or a supportive work environment, if you are ready for this challenge, then we are ready for you.
Qualifications
Experience in social media management a plus.
Excellent written and verbal communication skills with the ability to create compelling content for different social media channels.
Proficient with Adobe Creative Suite, Microsoft Suites, graphic design and video editing tools.
