Job Description

Assists the Manager and Director in daily administrative duties. Act as a liaison between clients and the Sales Team. Facilitate event planning and maintain an organized planning system for events. Duties include processing client payments, client outreach, assisting in site tours, and working closely with the hotel staff to accommodate group requests

Job Title: Coordinator Sales

Department: Marketing Administration

Reports to: Manager Sales

FLSA Designation: Exempt

License Type: Gaming

Salary Range: $65,000 - $75,000

Essential Job Functions:

• Cooperating and communicating with fellow team members in all departments and always striving for mutual respect and a feeling of camaraderie
• Projecting a positive, helpful image/attitude
• Accepting direction from supervisor and demonstrating ability to profit from constructive criticism
• Contributing to the success of the organization by producing accomplishments rather than activities, completing your duties with enthusiasm and by helping fellow team members improve job skills and performance
• Voluntarily assisting new team members to adjust to their work environment
• Reporting for work on time and by showing flexibility to work overtime, and/or changing hours or days off
• Relating ideas for improvements
• Knowing, understanding and complying with established Company and departmental policies and procedures
• Ensuring your workplace is hazard-free
• Informing your supervisor of all pertinent information and reporting any irregularities to the company
• Being proficient and accurate in all job duties and taking advantage of opportunities to improve your job knowledge and performance
• Adhering to the established work schedule
• Cooperating with all departments during investigations if required
• Maintaining an orderly, clean, and attractive working area
• Maintaining 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
• Performing other duties as requested or assigned
• Awareness of all events on property, able to step in and represent sales when Director is off property
• Participates in off property events representing the Rivers team, when needed
• Conduct site tours showing the casino, Event Center and hotel 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. In-depth knowledge of all sales systems and hotel reservations for group blocks
• Attends and participates in weekly BEO meetings
• Standardized procedures and forms
• Coordinates group events at Rivers Casino & Resort
• Maintains contract files and group histories using Delphi, Microsoft Word and Excel.
• Coordinates follow up group activities and set-up needs
• Updates Director on group status-understanding of hotel sales strategy
• Ability to step in and act as liaison when necessary with F&B, EVS, Stewarding, Marketing, Security and Facilities
• Communicates efforts and bookings with the management teams as to not double book
• Assists in managing bookings, inquiries, developing contracts, obtaining payment information to hold reservations, faxing information and all guest related details for the booked event
• Ensures that all bookings are taken accurately and are effectively communicated to the management team
• Coordinate special requests with restaurant manager and chef, applicable operating departments, and outside vendors to ensure smooth execution and to exceed guest expectations
• Must develop short and long term goals and is proactive in meeting goals
• Communicates daily with Director for goal setting and prioritizing workflow
• Assists in maintaining the organization of the office, including filing, filling out paperwork, ordering supplies and anything else that is asked from the Management Team
• Maintain service guidelines set for the operation
• Assists in taking responsibility for handling guest complaints, resolving with or without management approval
• Be willing to work weekends, nights and holidays depending on business needs
• Must be willing to complete other tasks as assigned by the Director Sales and the VP Marketing
• Must be able to meet the attendance guidelines of the job and adhere to departmental and company policies
• Performs various non-routine, more complex clerical functions, requiring special training, skill or knowledge using related equipment such as a typewriter and computer
• Establishes and maintains files of appropriate reports, records or other information relevant to the operation of the department
• Maintains contact with other departments and various outside contacts
• Responsible for departmental record filing and retrieval
• Responsible for maintaining appropriate records as may be required by law or policy to include, but not limited to training logs, payroll, shift reports, and other pertinent records
• Maintains 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
• Performs other duties requested or assigned

Qualifications:

• Must possess outstanding interpersonal communications skills to effectively interface with guests and team members
• Must have experience Microsoft Office programs including Word, Excel and PowerPoint
• Must be detailed oriented, organized and possess excellent verbal and written communication skills
• 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 be a TEAM player
• Ability to successfully fulfill the pre-employment process
• Ability to work flexible shifts and days of the week including holidays
• Ability to obtain and maintain all necessary licensing

Working Conditions:

• Regularly required to see, talk and hear; use of hand to finger dexterity, handle, feel, reach with hands and arms
• Must be able to sit for long periods of time and view information displayed on a computer screen
• Must occasionally lift up to 25 pounds
• Possible exposure to high noise level for extended periods of time