Sales & Marketing Coordinator

$52,000 - $55,120/Yr

Hyatt - Napa, CA

Full-time - Entry Level

Napa, CA

Accommodation

About the position

The Sales & Marketing Coordinator at Alila Napa Valley plays a crucial role in supporting the Director of Sales and Marketing (DOSM), Sales Managers, and Event Planning Manager. This position involves a variety of administrative tasks aimed at enhancing the efficiency of the sales and marketing operations, ensuring attention to detail, speed, and accuracy. The ideal candidate will demonstrate initiative and a hands-on mentality, contributing to a collaborative team environment focused on exceptional service and guest experiences.

Responsibilities

• Answering the sales office line, taking phone leads and messages, and handling walk-in sites when no manager is available.
• Performing administrative duties for supported managers, including creating proposals, contracts, diagrams, and EO's.
• Creating Planning Visit, Site Visit, and Influencer/Media Visit agendas, welcome gifts, and internal/external calendar items via BOB.
• Conducting weekly detailed checks of upcoming Definite Group VIP arrivals, amenities creation, and delivery.
• Monitoring the Sales Department inventory of Office Supplies as needed for the Group Sales & Event Planning Managers.
• Maintaining organization of office's definite and actualized group electronic files that meet or exceed audit purposes.
• Creating and effectively distributing in-house event bookings in Envision and EO's within standard hotel timelines.
• Creating and effectively distributing small group bookings in Envision and EO's within standard hotel timelines.
• Assisting Event Managers in preparation for pre-convention meetings by preparing pre-con packets, sending calendar invites, and tracking responses.
• Monitoring Sales Funnel Daily and assigning Sales Manager.
• Adding comments and attaching RFP documents if it's an email lead.
• Auditing booking actualizations in Envision on a weekly basis for accuracy.
• Processing Commission/Rebate requests and World of Hyatt points requests.
• Handling Cash Sales, Ancillary Revenue, and Attrition Posting.
• Turning bookings Definite and reviewing Envision booking for accuracy to contracted terms.
• Providing electronically to DOSM to turn definite and distributing to internal departments electronically.
• Creating posting masters for EVENTS only bookings (with no room block).
• Updating Envision Deployment when applicable (with changes in deployment or manager turnover).
• Entering Need Dates in Envision Calendar and Cvent as requested by DORM or DOSM.
• Redistributing Envision bookings/accounts/traces, etc. as needed when manager turnover occurs.
• Overseeing onboarding of new employees on the group sales and events team.
• Requesting Global ID for all new team members and creating training plan schedule and welcome letter.
• Requesting email and computer/IT needs for new team members.
• Creating thank you cards for customers and coordinating non-definite group VIP and arrival and stay process.
• Coordinating communication between the Sales Office, Front Desk, Engineering, and Food and Beverage.
• Monitoring and compiling expense reports by managers as needed.
• Creating and updating Hyatt sales & marketing collateral templates in Canva & Publisher & other graphic design software as needed.

Requirements

• Excellent attention to detail and exceptional organizational and time management skills.
• Results-oriented with the ability to convey data-based information and ideas clearly.
• Effective in handling workplace problems, including identifying, anticipating, preventing, and solving issues as necessary.
• Refined verbal and written communication skills.
• Proficient in general computer knowledge with advanced Excel skills.
• 2+ years of hotel experience preferred.
• Knowledge of Hyatt's reservation systems and procedures preferred.
• Envision knowledge preferred.

Benefits

• 12 Complimentary hotel room nights (per year) after 90 days of employment
• Discounted room nights on first day of employment
• Free Parking
• 8 Paid Holidays per year
• Paid time off
• Medical, Dental, Vision Insurance - (Full-Time colleagues)
• Flexible Spending Account (Full-Time colleagues)
• Retirement Savings Plan
• Tuition Reimbursement
• Basic Life Insurance
• Opportunities to work around the world with Hyatt Hotels and Resort