Job Description

Job Description

Job Description

Position: Wedding & Sales Coordinator

Reports to: Sales Manager & Wedding Manager

Job Summary: Answer incoming calls for groups and meetings, as well as assisting the sales and marketing team with contracts, room blocks and communication with the rest of the hotel team. Completes administrative tasks for the sales and marketing department. Represents Wedding Sales Manager as back-up when the Wedding Manager is out of the office.

Blue Harbor Resort is more than just a hotel; it’s a place to gather. Whether it’s coordinating a conference meeting or planning a wedding, it is our goal to provide a memorable, organized, and enjoyable experience for all our guests no matter the event they are hosting or attending. We’re looking for a skilled event planner who is sociable, organized, and has strong problem-solving skills to join our sales and marketing team as the Wedding and Sales Coordinator. This person will be responsible for communicating with inquiring client, expediting correspondence, and processing contracts for event clients. Join Team Blue and become a part of the family here, not only will you overlook stunning views of the Great Lake every day, but you’ll gain access to perks like our family and friends discount rates, free access to our fitness center with lake views, and 12 free waterpark passes annually! Join our hospitality family and help up exceed the expectations of our guests-one event at a time!

Duties

• Provide administrative and clerical support to the Sales, Conference Services, Weddings and Marketing department. This includes Word processing, account management, customer interaction and follow-up.
• Answer the department’s phone calls, emails and in person inquiries, qualifying the call and assisting the guest by responding to requests in a timely, friendly and efficient manner. Expedite correspondence to the correct team member with detailed information for them to follow up with guest/client.
• Process client contracts, other correspondences and collateral on request by Sales team.
• Assist in maintaining a timely process to assure proper paperwork and documentation is approved and signed as it relates to agreements, submissions and internal and external deadlines.
• Assist in building, maintaining and servicing wedding accounts and fostering relationships through communication and ensuring that client needs are met, including tours, assist with BEO detailing, email/phone communication, on-site support during event.
• Assist with Wedding BEO’s, Site Tours, Trade Shows and On-site Events
• In the absence of the Wedding Sales Manager - interact with Blue Harbor Resort team members to ensure seamless execution of weddings, rehearsal dinners, Quinceanera's, and other affiliated events
• Take leads, create contracts and BEO’s (Banquet Event Orders) for Waterpark Birthday Parties/Waterpark Group Parties.
• Maintain organization in the sales office by filing, creating and distributing sales kits, creating folders for weddings/sales, organizing amenity deliveries and other events for interested clients.
• Perform general office duties, such as ordering supplies, maintaining records, management database systems, and performing basic bookkeeping work.
• Typical Schedule: Monday-Friday 8:00am-4:30pm. Some nights, weekends and/or holidays will be required.

Qualifications

• Organized
• Professional attire and pleasant demeanor
• Self-starter, confident, energetic and positive
• Strong administrative skills including but not limited to MS Word, Excel, Outlook and general understanding of MS Publisher is helpful. Knowledge of ResortSuite is a plus.
• Hotel, resort and/or theme park background a plus with an emphasis in event planning
• Strong customer service, problem solving, and time management skills, works well with others.

Physical Requirements

• Lift up to 10 lbs., sit and/or stand long periods.

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