Administrative & Sales Coordinator

The Westin Verasa Napa

Location: USA -Napa, CA

Type: Non-Exempt (Hourly). The range of

pay is $25-$27/ Hour

Category: Hotel/Resort, Guest Services

The Westin brand is built on four unique differences -

tradition, distinctive hotels, products and service. We look for 'people who

make the difference', a Westin legacy where associates deliver a consistent and

memorable level of service all the time.

Responsibilities

Assist the Director of Sales & Marketing with marketing

related initiatives and support all sales team processes for The Westin Verasa

Napa. In addition to the primary areas of responsibilities, this position

provides support for the DOSM and the General Manager.

Key Responsibilities

Sales Support:

Responsible for all incoming calls to the sales and catering departments, and for forwarding/following up appropriately based on current territory assignments. Responsible for Group, Catering and Transient Lead distribution through ISAC and other online based lead sites based on territory. Marriott Sales software Champion (industry-specific database software), including attending online and in person training to ensure updated knowledge base. Key Operators are responsible for creating and updating all merge forms & fields in Marriott sales software (contracts, letters, notes, etc.) Attend sales meetings Prepare Monthly, weekly, and ad hoc reports in Excel, PowerPoint, Marriott sales software as needed for the sales and marketing team. Send Daily Event posting to front office supervisors on a weekly basis. Build and create bookings and BEO's (Banquet Event Order) for all internal Westin/ La Toque meetings. Coordinate the file closing process, including requesting & approving SPP point submissions, re-filing hard file, sending thank you letters and survey requests. Administration of the sales checkbook as requests are processed. Provide assistance to clients Coordinate filing system for past events, and current BT/ marketing contracts. Support catering sales manager by contracting and servicing catering groups of 6 to 24 people Create contract addendums, introductory letters, appropriate property information, contracts, proposals and tentative schedule of events for assigned\groups. Marketing : Assistance with marketing collateral, including flyers, sales kit and ads. Maintain correct collateral stocks at all times (sales collateral, food & beverage menus, etc.) Update website along with Marriott Field Marketing Team Executive Assistant to General Manager: Manage General Manager's calendar and schedule appointments. Screen incoming calls, respond and/or direct to the proper source. Arrange travel plans and itineraries, compile documents for travel-related meetings Perform Administrative and Office Support Activities (filing, copying, distributing mail) Prepare, revise, and format excel spreadsheets, power-point presentations, reports, and other written documents. Plan and assist the coordination of external events Schedule and coordinate meetings and special projects. Coordinate special projects as assigned. Other: Administrative support for DOSM. Maintain the office cleanliness and organization Monthly and ad hoc reporting for owners' meetings and town hall meetings. Respond to all donation requests, including printing and tracking of all Gift Certificates. Order supplies for the hotel. Manage functionality of main copier; call for servicing. Assist other departments from time to time at the request of the GM or DOSM. Other duties as assigned. Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position.

Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel.

In addition, attendance at all scheduled training sessions and meetings is required.

Upon employment, all employees are required to fully comply with Westin rules and regulations for the safe and effective operation of the hotel's facilities. Employees who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.

General Skills Description

BA or BS degree preferred; high school diploma required.

2 years marketing experience - preferably in hospitality

Skills and Knowledge

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities: Physical Demands

Sitting at a desk for the majority of the day.

Walking and standing are required the rest of the working day.

Length of time of these tasks may vary from day to day and task to task.

Must be able to lift up to 15 lbs. occasionally.

Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.

Talking and hearing occur continuously in the process of communicating with guests, supervisors and other employees.

Vision occurs continuously with the most common visual functions being those of near vision and depth perception.

Requires manual dexterity to use and operate all necessary equipment.

Must have finger dexterity to be able to operate office equipment such as computers, printers, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.

Grooming

All employees must maintain a neat, clean and well-groomed appearance per Westin standards.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. Work schedule Monday to Friday Benefits Health insurance Dental insurance Vision insurance Life insurance 401(k) Referral program Employee discount Other