Executive Office Coordinator

Salary Details

Salary Description: Competetive Salary Offered

Job Description For Executive Office Coordinator

Description

At Hyatt, we believe our guests select Hyatt because of our caring and attentive associates who are focused on providing efficient service and meaningful experiences.

This dual role is unique to the Hyatt Centric Philadelphia which encompasses both sales/reservations systems while assisting Human Resources with administrative duties & internal colleague events. This role will include maintaining sales bookings, preparing reports and providing support the Director of Sales. They will hold responsibility to provide guest with hotel facility information and answer questions relating to the hotel and local area. The dual role will need to have someone highly organized, detail oriented, driven and have excellent communication skills. The selected candidate will provide administrative assistance, for producing accurate revenue forecasts, in order toassist with setting Hotel goals.

This role reports directly to our Sales & Human Resources team and actively works alongside our Operations and Sales team in the day to day reservations needs.

The Executive Office Coordinator is a key support role within the Sales and HR Team. This position requires a highly motivated individual who thrives in a fast-paced environment, is eager and ready to take on additional responsibilities and demonstrates a proactive, can-do attitude. This position is responsible for providing administrative support to a high-producing, passionate team of Sales Managers. The ideal candidate has a friendly demeanor, the ability to learn new computer programs, can multitask and complete projects in a timely manner. This person should demonstrate exceptional customer service and problem-solving skills.

The Sales Coordinator will assist and support Sales Managers and both Sales and Human Resources Director. The administrative duties will include, but not limited to, Word processing, account management, presentation preparation, customer follow up and assisting with internal colleague events and administrative duties. This position will coordinate account client needs and client events as well as maintain Sales and Marketing expenses. The Executive Office Coordinator will maintain files, systems and communication to other departments as directed by managers and directors. The ideal candidate will demonstrate initiative and problem-solving skills on assignments.This person will be asked to keep a higher level of discretion of proprietary information for internal colleagues. This role will report directly to the Director of Sales & Marketing and Director of Human Resources.

Responsibilities & Duties include:

• Develop a full working knowledge of operations and hotel policies.
• Maintain visibility and integrity of the Sales Department & Human Resources.
• Accurately source leads, RFPs, meeting planner questions and reservation inquiries.
• Be comfortable speaking with clients on behalf of the Sales Manager, as needed.
• Be able to create basic proposals, contracts, site alerts and other sales documents.
• Make sure sales collateral is refreshed and stocked accordingly.
• Manage the ordering and restocking of sales amenities and office supplies.
• Assist with internal and external welcome amenities and notecards.
• Track all communication in Envision.
• Work with other sales team members, as designated by the Director of Sales when called upon to maximize total team productivity and customer service.
• Responsible for managing your hotel's Envision user profiles and the maintenance and updates of Envision, ensuring everything operates smoothly
• Responsible for the turnover of Group contracts with the completion of a turnover checklist.
• Responsible for actualization of Group bookings in timely manner
• Perform any other duties as requested by the Director of Sales & Marketing & Human Resources

• A true desire to satisfy the needs of others in a fast-paced environment
• Refined verbal and written communication skills
• Ability to work a flexible schedule including some weekends and holidays
• Ability to lift, carry, push and pull a moderate amount of weight
• Must be proficient in general computer knowledge
• Strong organizational and interpersonal skills
• Detailed and consistent data entry and software system administration
• Ability to accurately and effectively execute responsibilities within a fast-paced environment both consistently and autonomously
• A positive, outgoing, team-oriented and service-focused character