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 focuses on providing administrative support, ensuring attention to detail, speed, and accuracy in all tasks. The coordinator is expected to take initiative, assist managers and clients, and contribute to a culture of exceptional service and teamwork within the hotel environment.

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.
• 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 printing pre-con packets, sending the calendar invite, and tracking responses to ensure the meeting room is set correctly.
• 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.
• Must be results-oriented and able to convey data-based information and ideas clearly.
• Must be effective in handling problems in the workplace, including identifying, anticipating, preventing, and solving problems as necessary.
• Refined verbal and written communication skills.
• Must be proficient in general computer knowledge with advanced Excel skills.
• 2 years 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