Waterstone Resort & Marina, managed by Schulte Companies, is seeking an energetic and team-oriented Sales Administrator / Events Specialist to join our team! If you are a motivated individual who has a passion for the hospitality industry and who embraces integrity, service, grit, respect, empowerment, ambition, and teamwork - all of the core values that cultivate our winning culture of success, then we are interested in you!
Our Company: Schulte Companies is a family of businesses that develop, manage, and invest in real estate, with a focus on hospitality, restaurants, office, and retail. Founded in 1999 as Schulte Hospitality Group, the company quickly grew to encompass all aspects of hotel management, development and financing. Schulte Hospitality Group is a professional hotel management and development company managing over 150+ hotels in 32 states under brands from Marriott, Hilton, IHG, Hyatt, and Graduate Hotels, as well as several independent, lifestyle, and boutique properties. Schulte Design + Construction provides dedicated focus and quality craftsmanship to the organization's construction, renovation and design needs. Schulte Restaurant Group manages the company's retail and restaurant outlets. SRG is also the owner and operator of the largest Hot Chicken brand in the country: Joella's Hot Chicken. Headquartered in Louisville, KY, Schulte Companies has 200 corporate employees and over 8,000 associates across the country.
JOB DUTIES AND RESPONSIBILITIES
- Answer incoming telephone calls and respond to caller inquiries in a pleasant manner
- Answer client / bookers questions about property facilities/services (e.g., hours of operation, room types, packages, promotions, entertainment, restaurants etc.)
- Serve as the point of contact for clients, in the absence of sales, catering or conference services manager, and communicate with them by phone and email to respond to questions and requests
- Generating weekly reports, as directed by DOS and GM, and distribute as directed
- Timely processing of all commissions through FastPay, or direct by hotel, and maintain recordkeeping through tracker
- Timely processing of Group and Catering Hilton Honors Points and maintain recordkeeping through tracker
- Prepare sales-related documents throughout the sales process (e.g., proposals, contracts, banquet event orders)
- Gather materials and assemble information packages weekly (e.g. brochures, promotional materials, sales demo kit, welcome kit, souvenir etc.)
- Assist sales team by filing important documents and keeping filing organized as directed
- Record, transcribe and distribute minutes of weekly sales meeting as directed
- Maintain CNR & LNR database via the RFP Workbook to ensure data is up to date
- Prepare packets for weekly BEO Meeting per DOC SOP
- Ensure office supplies are ordered and stocked monthly
- Use Delphi to manage the hotel's business, including (but not limited to) generating reports, entering rooming lists, blocking space, building accounts, and logging activities
- Assist in implementing special promotions relating to direct sales segments, i.e. flyers, sales blitzes, etc.
- Conduct a professional, thorough site inspection of the hotel with clients, exhibiting key features and benefits of the property
- Initiate and follow up on leads
- Meet and greet onsite contacts
- Prepare files, based on booking process guidelines, including, but not limited to: Check List, Hotel Turnover Distribution, Audit Room Blocks to ensure SRP Create Integration, update Group Master Account, Create Booking Link (as needed), audit to ensure that all documents have been added as attachments in Delphi, Update the Sales Tracker.
- Assist Sales Team as needed to communicate and provide weekly pick-up reports, along with rooming lists, to meeting planner beginning at 120 days out up until cutoff date
- Assist in maintaining “forecast & blocked” lines in Delphi on a weekly basis to ensure accuracy of forecast
- Consult with clients to assess and understand their needs for the event; areas of discussion and consultation to include audio/visual, outside vendors, shipping & handling, staffing, confirmation of agenda and meeting room usage, hospitality suites, upgrades, catering, signage, off site events, music, security, display areas, outside vendors and other specialized requirements
- Ensure that events meet legal, safety, and health requirements and regulations. Obtains necessary permits from fire and health departments and COI's from vendors
- Coordinate transportation for guests, attendees, speakers or other parties with hotel valet parking
- Complete Banquet Event Orders (BEOs) and Resumes for all clients/definite bookings and operations departments detailing group purpose, room/suite types, block/pickup, rates and special hotel negotiations, VIP's, meeting and recreation agenda, AV, accounting, and all special instructions to operational departments of hotel
- Participate in weekly BEO meetings, alongside Director of Catering, with hotel operations to maximize flawless execution
- Act as a liaison between hotel and groups, ensuring meeting space is appropriately set up and handles any special client requests and activities on or off-site
- Attain pre-set monthly revenue goals for upselling of banquets, as determined by the Director of Sales
- Communicate last minute changes of group functions to hotel staff and ensures satisfactory follow through
- Represent the hotel in resolving complaints from groups and group attendees, including but not limited to billing and reservations
- Assist with 30-60-90 day catering forecast that is prepared weekly.
- Sell & Service Catering Inquiries up to 20 Guests (without a room block) per Booking Process:
- Rehearsal Dinners
- Brunches
- Bar & Bat Mitzvahs
- Social (Birthdays, Anniversaries, Baby Showers)
- Corporate Social Events
- Holiday Parties.
- Sell & Service Outlet Private Events as follows, per Booking Process:
- SeaSpray: 16-29 Guests
- Kasumi PDR: 0-15 Guests
- Other duties as assigned by Director or Sales or the Management
EDUCATION AND EXPERIENCE
- Bachelor's degree in Hospitality, Meeting and Event Planning or related field required
- Minimum of two (2) years in customer service, retail, event planning or a related field
KNOWLEDGE, SKILLS, AND ABILITIES
- Ability to communicate effectively verbally and in writing
- Excellent listening and problem-solving skills
- Ability to exceed expectations of guests and team members
- Negotiating Skills
- Strong computer skills
- Must have flexible work hours that may include evenings, weekends, and holidays
- Sales Focus
- Written Communications
- Approachability
- Time Management
- Integrity/Trust
- Functional Technical
Physical Requirements:
- Must be able to stand and walk for long periods of time during events
- Must be able to lift up to 25 pounds at times
- Must be able to work a variety of hours in order to accommodate events
- Able to bend, stretch, and twist
What's in it for you? When you join SHG you'll be part of a team committed to an inclusive, employee-focused workplace that is invested in your development. We want you to feel engaged, empowered, and excited to grow with us. After all, we believe our greatest and most valuable asset is our people! SHG provides a rewarding, fun and flexible work environment, exciting perks, a robust benefit package and an atmosphere designed to encourage and promote career growth within the company.
- Multiple Health Insurance and Life Insurance options
- Free Telemedicine and Virtual Mental Health care access for All Associates starting day 1
- 401k Plan + Company Match
- Paid Time Off
- Holiday Pay
- Free Employee Meal Daily
- Free On-Site Employee Parking
- Pet Insurance
- Employee Assistance Program
- Schulte Savings Marketplace Discounts on event tickets, electronics, gym memberships + more!
*The hiring process may consist of a phone interview, manager(s) interview, drug screen, background check, reference checks, and potential employment assessment. This job description is only intended to provide a general description of the benefits and compensation applicable to this position. Paid Time Off (PTO) is available for eligible associates in accordance with the Company's Paid Time Off policy. Specific compensation and benefit details will be discussed during the interview process.
*Schulte Companies are Equal Opportunity Employers.