Sales / Events Coordinator

Ace Hotel Pittsburgh

Job Location : Pittsburgh, PA, USA

Posted on : Thu, 17 Oct 2019 23:44:41 GMT

Job Description :

The sales /events coordinator is responsible for supporting the sales team in all aspects of the department. The primary role of the Sales Coordinator is to interface with the client or lead planner to discuss guest room, food & beverage, and other aspects of the planned events and room blocks while keeping record of correspondence and creating Banquet Event Orders for the event team. Develop relationships with meeting planners & private event clients to ensure successful events.


Qualified candidates must be able to satisfactorily complete the following responsibilities. Other duties may be assigned.

  • Assist with distributing leads to each sales manager via determining the appropriate market segmentation.

  • Distribute all countersigned rate agreements to the client and appropriate departments. Any event only contracts should be placed in a bin on the assistant event managers desk. Assistant events manager should reach out to the client to introduce themself within 24 hours of receiving the rate agreement and cc the sales manager on the initial introduction.

  • Pull all arrivals reports twice a week to make sure all transient guests receive amenities.

  • At the end of every month the coordinator should update the transient spreadsheet with production.

  • All additional guest room needs will be handled by the sales coordinator for any rooms oly blocks or transient reservations.

  • Maintain BEO book -keep current and accurate.

  • Head up BEO Precon, Staff, Food & Beverage & Group Resume Meetings.

  • Maintain open lines of communication between the banquet and all other departments.

  • Acquire all menu details, meeting room setups, refreshment break needs, postings, and any other additional needs of the client to ensure a successful event at the property.

  • Prepare, distribute, and post in shared drive group resumes and BEOs to department heads and managers.

  • Conduct weekly group resume & BEO Meeting

  • Compiles all banquet checks for each group while at the hotel.

  • Input all activities in Delphi

  • Support Sales Team while they are out of the office traveling on business.

  • Inspect grooming standards and correct any deficiencies.

  • Know menu items, preparation and service requirements for assigned function.

  • Inspect function areas for cleanliness, safety hazards, correct furniture setup and amount for guarantee.

  • Be informed of groups’ names and backgrounds

  • Be aware of why the group is coming to our hotel and all VIPS to execute a thorough resume.

  • Maintain constant contact with reservations and front desk to ensure all guests are assisted.

  • Maintain constant communication with group contact, staff, and kitchen.

  • Meet with Chef and House persons to review guarantee, set up, special requests, service requirements and timing when banquet manager is unavailable.

  • Handle guest complaints by following the instant pacification procedures and ensuring guest satisfaction.


In addition to the core focus & responsibilities, the candidate is expected to complete the following duties:

  • Attend and conduct meetings as required.

  • Maintain high level of knowledge of the competition’s product.

  • Maintain complete knowledge of all hotel services/features and hours of operation.

  • Craft reports on events to recap for the property


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Ability to satisfactorily communicate in verbal and written English with guests, management, and co-workers to their understanding.

  • Prioritize and organize work assignments, have timely follow up and execution.

  • Have superb time management skills.

  • Maintain complete knowledge of all hotel services/features and hours of operation.

  • Other language, mathematical, and reasoning abilities as outlined below.

  • Ability to comply with physical demands as outlined below.

  • Knowledge and understanding of Atelier & Ace Culture & initiatives

  • Technologically sound with Microsoft Office applications.

  • Ability to compute basic mathematical calculations.

  • Must meet minimum age requirement: 21 years old.

  • Must be able to maintain a flexible work schedule


Bachelor’s degree in hospitality management, culinary arts, business administration, or similar is preferred but not required. Must have previous experience working in catering and/or banquet events. Any equivalent combination of education and experience will be accepted. Candidate should have knowledge of various food service styles, wines and spirits, and proper food service safety protocol. Additional certifications (ServSafe, TiPS, etc.) is preferred.


Candidate must meet the following cognitive abilities:

  • Ability to understand guests’ service needs & requests.

  • Ability to acknowledge guests’ requests in a polite manner.

  • Ability to clearly communicate in verbal and written English (additional foreign languages are encouraged and preferred).

  • Ability to apply logical thinking and understanding to carry out written and oral instructions.

  • Ability to address and solve problems involving guest and operational issues.

  • Ability to compute basic mathematical calculations.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The performance of this position may occasionally require exposure to the manufacturing areas where under certain areas require the use of personal protective equipment such as safety glasses with side shields and mandatory hearing protection. Primary environment: ambient room temperatures, lighting and traditional office equipment as found in a typical hotel environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Sit, walk, and stand continuously.

  • Lift / carry 25lbs (frequently) and 50lbs (occasionally)

  • Bend, squat, crawl, and reach above shoulder level.

  • Use dominate hand coordination for simple grasping, pushing/pulling, and fine manipulation.

  • May be exposed to extreme temperatures, dust, dampness, height, and moving machinery.

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