Job Description

Coordinator assists with executing events. Supports the daily operations of the Sales Department/Team by performing a wide range of administrative and sales coordination duties relating to guest, event communications and sales. Responds to telephone and in-person inquiries regarding event space and availability. Responsible for handling bus groups and occasional hotel accommodations when needed. Creates files to manage client accounts and banquet event orders for events, details events, makes contact with clients, diffuses any problems, and accepts and distributes phone and internet inquiries.

Available Shift:

• Day Shift

Duties and Responsibilities:

• Awareness of all events on property, able to step in and represent the Sales Management team when they are off property.
• Conduct site tours showing all eligible event outlets to prospective clients.
• Up sell menus and communicate with the chefs and managers to review menus and special requests.
• Proficient in BEO and Contract data entry.
• Coordinate group and banquet/meetings business as contracted by the Sales Team.
• Handles inquiries, develops contracts, obtains payment information to hold reservations, and all guest related details for the booked event.
• Approach all encounters (written and in-person) with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• May assist in implementing and/or participating in special promotions relating to the marketing department.
• Effectively communicate with the various departments to ensure that the meeting and related functions are executed to meet or exceed the clients' expectations.
• Create Proposals and Contracts for potential clients. Gather client details and create banquet event orders (BEO's).
• Coordinate with customers on due dates for cut off dates, BEOs, contracts, etc. to ensure that all deadlines are met.
• Maintain well-documented, accurate, organized and up-to-date file management; ensuring all information is included, i.e. accurate traces, turnover-checklist, history, letters, emails, deposits, letters, etc. using Delphi, Microsoft Word and Excel.
• Follow up with past clients to ensure guest satisfaction.
• Ability to step in and act as liaison when necessary with F&B, EVS, Stewarding, marketing, Security and Facilities.
• Assists in managing bookings, inquiries, developing contracts, obtaining payment information and all guest related details for contracted groups and events.
• Distribution of documents for internal meetings, such as Banquet Event Order review, weekly BEO batch and daily change logs.
• Management of internal meeting requests and related Banquet Event Orders.
• Coordinate special requests with restaurant manager and chef, applicable operating departments, and outside vendors to ensure smooth execution and to exceed guest expectations.
• Work with the Director of Sales to develop regular daily, weekly, monthly, quarterly, and/or annual goals for the Sales Coordinator role and monitor, track, record/report on benchmarks/achievement of these goals.
• Assists in taking responsibility for handling guest complaints, resolving with or without management approval.
• Perform various non-routine, more complex functions, requiring special training, skill or knowledge using related equipment such as computer software programs.
• Enter banquet menus and miscellaneous rental items into Delphi FDC, a Sales Force Platform.
• Possess complete knowledge of all departmental procedures and responsible for Communicating them to all Sales Team Members.
• Maintain a constant awareness of safety and accident prevention, performing all job duties in the safest possible manner, and immediately notifying the supervisor and completing an accident report if a personal accident does occur.
• Approach all encounters (written and in-person) with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Adhere to Rivers Casino's established regulations and company standards, including catering and meeting service standards.
• Develop a full working knowledge of the operations and policies of the banquet department, event space, hotel and applicable departments.
• Attend daily/weekly/monthly meetings and any other functions required by leadership.
• Perform duties as assigned within the sales and marketing department.

Minimum Education and Experience Requirements:

• High School diploma or equivalent required
• Previous Hotel and/or Catering Sales experience preferred.
• Intermediate to advanced knowledge/use of Microsoft Word applications: Word, Excel, Publisher, Delphi FDC and PowerPoint.
• Previous experience is essential, including typing skills, telephone skills, knowledge of various office machines, verbal and written communication skills, organizational skills, and general knowledge of office practices.
• Strong preference for prior CRM and function room diary/group block systems such as DELPHI FDC and/or Salesforce.

Knowledge, Skills, and Abilities:

• Effective oral and written communication skills.
• Effective time management skills.
• Must possess outstanding interpersonal communications skills to effectively interface with guests and team members.
• Keen knowledge of food and beverage, meeting room setup/seating styles, basic audio-visual equipment offerings, and contract elements.
• Requires highly developed customer service skills.
• Requires effective business writing skills. Standard business letter formats and string editing skills. Typing skills: 60 WPM, minimum.
• Guest oriented with a sincere, helpful, caring and friendly personality.
• Has exceptional energy, flexibility, and professionalism.
• Take initiative. Able to evaluate and select among alternative courses of action quickly and accurately, identifying and solving problems as necessary.
• Pays precise attention to detail, order and cleanliness, and safe work habits.
• Ability to work independently with little or no supervision, and simultaneously manage multiple tasks.
• Ability to work under pressure.
• Must also possess a cooperative, helpful and friendly nature, and present a neat, clean, well groomed appearance.
• Ability to communicate with Team Members and guests.
• Ability to successfully fulfill the pre-employment process.
• Must be able to meet clients on and off premises, to tour property and attend functions, to climb stairs, use door keys and operate basic office equipment.
• Vision to read fine print and computer screens, to see colors, to observe rooms in poorly lit conditions.
• Respond to coaching, feedback and training
• Ability to work flexible shifts and days of the week including holidays.

Certifications, Licenses, and/or Registrations:

• Gaming license/registration as required by Virginia Lottery/Gaming Compliance.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Ability to hear, speak, read and write English fluently. Alphabetizing, grammar and punctuation skills.
• Ability to work in an environment with moderate to loud noise, bright lights, smoke, and dust.