JOB DESCRIPTION
Company: Copamarina Beach Resort & Spa
Company’s Address: PO Box 805, Guanica, PR 00965
Job Title: Jr. Sales Manager
Immediate Supervisor: General Manager and Director of Sales and Marketing
MAJOR FUNCTION:
As a Jr. Sales and Catering Manager you will be responsible for generating Catering, Group Wedding and Social
Rooms segment by cultivating relationships for business development.
Handle all Group inbound leads of the Social Market (group and catering) and Corporate Market (events only), up to a maximum of attendees.
Be responsible on all Conference Service details of Group Business and Events.
Support the Director of Sales & Marketing on special project and assignments
Duties & Essential Job Functions:
Solicit new and existing accounts for the Wedding and Social Segment and Catering, to meet and exceed revenue goals through telephone prospecting, outside sales calls, site inspections and written communication.
Maximize revenue by selling all facets of the hotel, both orally and in written form to previous, current and potential clients.
Develop and conduct persuasive verbal sales presentations to prospective clients.
Communicate both verbally and in writing to provide clear direction to all departments in the hotel to ensure high quality of service to customers.
Participate in operations meeting, staff meeting, training and other sales-related meetings as required.
Attend trade shows, community events and industry meetings.
Knowledge of market trends, competition and key customers of the hotel.
Perform any other job-related duties as assigned by the DOSM, and GM
Identify and maintain constant communications with the hotel’s top accounts in the Corporate and Catering
Segment. Be familiar with all “business” in the market, where that “business” stays and why.
Assist with developing marketing and sales plans that maximize revenue during forecasted low occupancy periods.
Send all correspondence to the client regarding their event, such as menu proposals, agreement letter, banquet event orders, etc.
Reserve event space in the Catering Space Outlook Log, Prospect, Tentative and Definite
During Group in-house, will ensure the meeting arrangements are to specifications
On conclusion of the Group or Catering function he/she needs to review the final bill and evaluation with meeting planner
Assure that all invoices/banquet checks are given to the client prior to event conclusion
Detailed group resumes outlining all important information regarding the group/wedding/event providing all pertinent information relevant to each department.
Maintain a filing system in the sales department that incorporates all communication with the client and the property. This system should include signed contracts, BEO’s, proposals etc.
Work closely with the Front Desk, Catering, Housekeeping and other departments, on groups/wedding/event guestrooms arrivals and departures
Actively communicate with all the departments regarding group/wedding/event VIP’s and/or any special needs.
Monitor group room nights performance, and follow SOP of Conference Service Exhibit A
Initials_________________ 1
Monitor changes to Banquet Event Order; ensure that accurate information is communicated to respective departments on a timely basis in order to best service the client. Follow-up to finalize the guaranteed number of attendees for all functions by calling the client (4 weeks prior to the function).
Keep lead log accurate of all the incoming leads excluding graduations, and marriage retreats.
Trace all leads, and bookings on the CRC Report, maintain updated on a weekly basis.
Know reservations procedures (i.e., room booking and room blocking).
Ability to function under pressure
Culinary-oriented
Computer and typing knowledge
Perform any other duties as assigned
Fluent in both, English and Spanish.
NOTICE:
The hotel business functions seven days a week, 24 hours a day. All associates must realize this fact and be aware that at all times it may be necessary to move associates from their accustomed shift as business demands. In addition, this is a hospitality business and a hospitable service atmosphere must be projected at all times.
I have read and received a copy of the above description and fully understand that violation of any of the stated responsibilities and duties is grounds for disciplinary action.
_____________________ ______________________
Manager's Signature/Date Associate's Signature/Date
NOTE:Signed copy to human resources office for retention in personnel file.
Initials_________________ 2
Exhibit A
SOP Conference Service Manager
Pre, during and post phase responsibilities:
Pre phase, as soon as the contract is signed and send to the Operations Team:
DOSM will cc: ed you on all contracts sent to property
Call clients to introduce yourself as the Sales and Conference Manager, provide support on all details pertinent to the rooms of the Group.
Send clients introduction letter with important dates as per contract details (payment, cut of dates, etc)
Follow up with clients when cut-off date is approaching to reassure the rooms are picked up as per contract.
Follow up on payments schedules if they have a master account established. Discuss with DOSM outcome of these updates.
Work closely with Reservations Manager on monitoring Group Pick and cut of date.
Establish rapport with Group clients while promoting hotel facilities and services. E.g. Prior to Group arrival advise clients of any specials during the Group dates of the Restaurants, watersports, and Spa etc. Upsell!
Prepare Group Resume, and distribute: Obtain information from client, of who are the VIPs, special information, re –confirm with client any special concessions given in the group contract as to whom they will be assigned to e.g, upgrades, complimentary rooms etc..
During Phase, while Group is in-house:
Make sure VIP rooms are inspected by Housekeeping and that amenities are in the room prior to arrival.
Monitor in-house group activity, providing assistance as needed related to guestrooms.
Post Phase, after Group departs:
On conclusion of Group, 24 hours after departure review final bill and evaluation of the guestrooms billing issue invoice, verify accuracy and collect the payments due.
Send thank you note to the client
Initials_________________ 3
Job Type: Full-time
Experience:
Sales: 2 years (Required)
Hotel: 1 year (Preferred)
Language:
English and Spanish (Preferred)
Additional Compensation:
Other forms
Work Location:
One location
Benefits:
Health insurance
Dental insurance
Paid time off
Schedule:
Monday to Friday
Weekends required
Holidays required
Day shift
Night shift
Overtime
8 hour shift
10 hour shift
12 hour shift
