Job Description

From comfortably casual to lavishly appointed, AHC Hospitality represents a diverse array of hotels, restaurants, and resorts. Our team members provide exceptional experiences that delight our guests at every touchpoint. Whether hosting a meeting for several hundred, serving a table for two, or creating a beautiful space for our guests to enjoy, AHC Hospitality is full of opportunities for our guests, as well as our associates. We invest in supporting your growth and are a company who sees your success as our success. Choose a property that fits your personality: the Amway Grand Plaza, JW Marriott Grand Rapids, AC Hotel by Marriott, Courtyard by Marriott Downtown -- and start your unstoppable career here.

This is a full-time position requiring weekend availability.

This position is eligible for full benefits (medical, dental & vision), 401K, paid vacation, discounted downtown parking, free employee meals, hotel and restaurant discounts and more.

This administrative role within AHC Hospitality focuses on managing inquiry distribution, system maintenance in CI/TY and Delphi, and generating event documentation like contracts and Banquet Event Orders (BEOs). The position also provides sales and event team support, through reporting, in-house meeting coordination, and coverage for Sales and Event Managers.

ESSENTIAL FUNCTIONS:

• Act as point person to receive and distribute inquiry calls from AYS to AHC Lead Catcher or appropriate Event Manager
• Answer general “info” email account and distribute to appropriate department
• Be proficient in Marriott’s Consolidated Inventory/Total Yield (CI/TY) system
• Daily maintenance of CI/TY bookings for AHC Sales and Event Managers
• Manage quotes and opportunities in CI/TY such as blocking space, date changes, etc.
• Proper turnover of definite agreements and assigning to appropriate team member, ensuring all documentation is provided and correct
• Generate AHC contracts and proposals for Sales and Event Managers
• Provide room block history and documentation to Experience Grand Rapids as needed
• Be fluent in Delphi.fdc to assist managers with cross property bookings
• Prepare weekly reports of bookings needing status updates (Prospect, Holds, Tentative status)
• Prepare daily and weekly reports of upcoming events
• Copy and route pop up and revised Banquet Event Orders (BEOs) daily
• Email events report and print BEO packet for the Master BEO book every Wednesday & update the digital BEO book
• Print change log for master BEO book and culinary book daily. Write in changes & update the digital BEO book
• Generate BEO packet report and order action needed report
• Make a file folder for certain events and organize file cabinets
• Save invoices for completed events in the correct computer files
• Make inquiry calendars at the end of each month
• Send guarantee report daily to Event Managers
• Assist in obtaining parking vouchers for groups, tracking parking consumption, and running a 90 day parking report
• Manage in-house meeting requests by blocking space, creating event orders outlining all the details, and creating diagrams (i.e. Department Head Meeting, Orientation, etc.)
• Serve as the point person while Event Managers & Sales Managers are out of the office, assisting clients with any changes or questions
• Assist in generating the monthly 30, 60, 90 day projection reports
• Manage calendar invites (tours, department head meeting, BEO meeting, Operations, AV meeting, etc)
• Assist the Event Managers with smaller, short lead client events
• Manage Liquid Space event bookings
• Assist with any other tasks or projects as requested by the events team such as making diagrams, assisting with marketing projects, organizing photos, updating menus, making copies, etc.
• Make arrangements for upcoming tours for Sales and Event Managers
• Create the staffing guide report monthly and send to select Operations Managers
• Generate the Turndown, Lost, Cancel and New Definite reports monthly
• Export and format coversheets weekly for Event Managers
• Prep and staff registration desk for client appreciation events (once or twice a year)
• Attend meetings such as Sales Meeting, Events weekly check-in, Events/Rooms Division Meeting
• Work closely with coordinators at Amway Grand Plaza and assist in coverage while they are out of the office

REQUIRED SKILLS:

- Detail oriented and have the ability to multi-task.
- Have knowledge of the hotel layout, products, services, amenities, and history.
- Possess strong written and verbal communication skills.
- Proficient in Microsoft Office, Excel, Outlook. Experience with Microsoft Teams, Delphi and Marriott Systems are a plus.
- Show professional, reliable, and organizational skills
- Comfortable and confident speaking with clients on the phone
- Must have the ability to work Monday through Friday, 8:30am – 5:00pm and willingness to work outside these hours when necessary

EDUCATION AND EXPERIENCE:

- Administrative experience required.
- Customer service experience required.
- Prior hotel, events, or sales experience is preferred.
- Bachelor's degree in Hospitality Management or similar filed is preferred.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the associate:
-Must be able to sit, walk, and stand for upwards of 8 hours
-Required to use hand and fingers to handle or feel objects
-Required to frequently reach with hands and arms
-Required to talk and hear
-Occasionally required to site and stoop, kneel, or crouch
-Occasionally lift and/or move up to 50 pounds