Description

DEPARTMENT
Sales and Marketing 

REPORTS TO
Director of Sales and Marketing

LOCATION
Embassy Suites by Hilton Nashville at Vanderbilt

POSITION SUMMARY

Provide support to Directors and Managers in coordinating and disbursing information relating to sales, services, and reservations.

KEY RESPONSIBILITIES

• Answer telephone and assist internal and external guests with requests/inquiries.      
• Answers calls, return e-mails and voicemails. Assists guests in booking reservations, by providing superior property knowledge.
• Responsible for initiating the preparation of proposals and/or contracts to advise prospective customers primarily of the hotel guest rooms, but also meeting space and/or banquet date, space, and rate availability.
• Responsible for initiating reservations for group attendees, preparing rooming lists, revising existing reservations, and building group blocks in the PMS as needed. Communicating to external customers any communication deemed necessary by the event service managers.
• Assist the Sales Managers upon request to conduct site inspections with potential customers, visiting guest rooms, meeting space and banquet facilities, as well as other hotel facilities.
• Data entry using Delphi, Microsoft Word and Excel.
• Copying and distributing of internal/external letters, forms, bookings, contracts, resumes, room lists, schedules, and mail. E-mail correspondence directed by managers as needed. Filling, faxing, and distribution of incoming/outgoing mail.
• Audits PEP for reservations accuracy. Looks for special requests, coding issues and billing requirements.
• Leverage in-house guest lists in coordination with Business Travel Manager to promote targeted offers (e.g., Fast Track promotions).
• Assemble customized VIP welcome bags and assist with special amenity execution.
• Reviews actualized rooms for potential billing errors.
• Reviews group pick up, assists in ensuring proper availability. Monitors and charges.
• Assists management by booking transient reservations.
•  Social media: Managing and creating content for Instagram, LinkedIn, and all other Social Platforms, ensuring brand alignment, a cohesive and consistent online presence across all channels.  Along with performance tracking.
• Assist with preparing sales blitz materials.
• Design and produce branded collateral using the organization’s marketing toolkit.
• Monitor and update transient guest records for promotional opportunities.

SPECIFIC JOB KNOWLEDGE, SKILL, AND ABILITY

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.

• Ability to handle multiple customer and operational demands with a high degree of professionalism, operating often with time-sensitive deadlines.
•  Ability to use time management skills to complete tasks in a timely manner, meeting required deadlines.
•  Interpersonal skills to provide overall guest satisfaction for internal/external guests.
•  Ability to work under pressure and deal with stressful situations during busy periods.
•  Ability to work under pressure and deal with stressful situations during busy periods.
•  Skilled with the use of multi-line telephones and with voice mail.
•  Proficiency in the use and operation of computer systems: Word, Excel, PowerPoint, and other systems (i.e., Access, Outlook, and other relevant programs).
•  Office machine experience: fax, photocopiers with sorting and stapling ability.
•  Knowledge of alphabetical filing systems.
•  Excellent communication skills to include the ability to read, write, and speak the English language to fully comprehend guest requests, memos, proposals, general correspondence, and similar written materials.
• Ability to effectively deal with internal and external guests, some of which will require high levels of patience, tact and diplomacy to defuse anger, collect accurate information to resolve conflicts. 
• Basic math skills including the use of a calculator and Excel 
• Ability to listen and effectively comprehend the English language. 

SUPPORTIVE FUNCTIONS

In addition to performing the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time spent on each function to be determined solely by the supervisor based on the particular requirements of the company.

•  Attends weekly sales departmental meeting and other scheduled meetings to support business operations, such as group pick-up meeting, weekly operations meeting, and weekly sales meeting.
•  Keep work area clean and organized.
•  Performs other duties and responsibilities as assigned or required by management such as assisting the front office as needed.

• Maintain a good working relationship with other departments, employees, and guests.

Other Benefits:

• After 60 days of employment, team members become eligible for PTO, health, dental, and vision coverage, a 401(k) plan
  
  

• Upon hiring, you will enjoy Go Hilton travel benefits, along with complimentary parking.

• Full time position Mon thru Fri, occasional weekends may be requested but overall a 40 hour work week 

• This is an hourly position, and the hourly rate will be determined based on overall experience.
   
   

        

Requirements

PHYSICAL REQUIREMENTS

Frequency Key: Never – 0 hours; Rare – up to 1 hour; Occasional – 1 to 3 hours; Frequent – 3 to 6 hours; Constant – 6 to 8 hours

Physical Activity                                    Frequency

        Sitting                                                   Frequent

        Standing/Walking                                  Frequent

        Climbing stairs                                      Occasional           Crouching/Bending/Stooping                Occasional 

        Reaching                                               Occasional

        Grasping                                               Occasional

        Pushing/Pulling                                    Occasional

        Near Vision                                           Constant

        Far Vision                                              Occasional

        Hearing                                                 Constant

        Talking                                                  Constant

        Smell                                                    Rare

        Lifting/Carrying (# up to 15 lbs.)           Occasional 

        Travel                                                     Rare

DISCLAIMER
This description outlines core responsibilities but may evolve based on business needs.

NOTICE: 

The hospitality business functions seven days a week, twenty-four hours a day. Additionally, this is a Hospitality business, and a hospitable service atmosphere must be maintained at all times. 

Upon employment, all employees are required to fully comply with Hilton rules and regulations for the safe and Efficient operation of hotel facilities. Employees who violate hotel rules and regulations will be subject to Disciplinary action, up to and including termination of employment.