| Hotel Coordinator |
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| Holiday Inn Harbourview |
| 101 Wyse Road, Dartmouth, NS |
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| This position has been filled. |
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| The Hotel Coordinator needs to be passionate about providing our guests with the highest standard of guest care. This position requires individuals who are personable, enthusiastic, who go above and beyond every day and are willing to be our guests constant caring friend. The scope of this position is primarily based on high performance administrative duties.Works predominantly with the General Manager, Director of Sales, Sales Managers, Conference Service Manager, Reservations Department, Guest Services Manager.
Acts as Key Operator/Administrator for Opera, Merlin, including WebGuru, Heartbeat and Social Listening, as well as TripAdvisor and other third party sites. Acts as primary contact for Meeting Broker and Hotel Planner, receiving and distributing leads to the sales team.
Relieves Director of Sales and Sales Managers of administrative tasks including weekly and monthly sales reports.
Prioritizes administrative workload of Sales Managers on a daily basis, primarily RFP’s and proposals, as well as other administrative items as assigned.
Looks after in coming calls for the Sales and Catering Departments, checks guestroom and function space, blocks space if available/requested, confirms rates and processes client’s requests as needed.
Efficiently handles all changes /additions/deletions to client contracts by altering space blocks and issuing revised contracts and ensuring that all necessary internal documents are circulated.
Maintains Hotel’s Facebook and Twitter accounts, using both to promote the hotel as a whole, as well as Café 101.
Responsible for processing catering administrative work such as door cards, daily and weekly function sheets, etc.
Processes contracts once Sales Manager has confirmed a group and distributes to all departments.
Provides administrative support to all Department Heads as needed.
Handles direct mail outs and other word processing projects.
Orders and manages hotel office supplies inventory.
Prepares and delivers all gift certificates
Conducts tours of the Hotel for clients in the absence of a Sales Manager/DOS.
Manages employee and Friends & Family rate program, facilitates reservations for employees
Assists in the preparation of in house sales promotions, receptions and functions.
Attends sales meetings as scheduled, prepares and distributes minutes, handles the storage of any collateral materials and supplies required by the Sales Department.
Reports client complaints/opportunities and sales leads to Sales Manager.
Additional duties as assigned.
Minimum 1-2 years previous administrative experience required.
Previous Hotel, sales or catering office environment considered and asset.
Ability to handle difficult and demanding clients/guests requests in a professional manner.
Capable of working within deadlines, handling considerable workloads and working in demanding timeframes.
Maintain positive working relationships with others, both internally and externally.
Anticipate, understand, and respond to the needs of fellow team members and clients to meet or exceed their expectations.
Work cooperatively and effectively with others to set goals, resolve problems, and make decisions to enhance organizational effectiveness.
Ability to undertake self-directed tasks when necessary.
Excellent time management skills with attention to detail and the capacity to prioritize by assessing situations to determine urgency.
Ability to develop a work schedule, set goals, creates / implement action plans and monitors progress towards goals; and ability to make clear, timely decisions.
Display and maintain professional conduct.
Excellent oral and written communication skills.
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