POSITION PURPOSE
The Executive Meeting Manager provides support to the sales office with varied tasks to help meet and exceed budgeted and booking revenue goals. Tasks range from basic office skills to group detailing and servicing.
Status: Non-Exempt (Hourly Base Pay + Incentives)
ESSENTIAL FUNCTIONS
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The Executive Meeting Manager will generate guest room and food & beverage revenue, manage accounts, create high guest satisfaction, and solicit past and new business to meet goals.
- Understand the operations of the hotel, including F&B, guest services, reservations, banquets, group blocks etc.
- Participate in active sales solicitation, uphold policies and selling techniques with emphasis on maximizing occupancy and ADR, network through participation in community and professional associations, activities and events. Responsible for booking groups rooms, with or without F&B, in all markets.
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Enthusiastically and proactively assist the Director of Sales & Marketing and Sales & Catering Manager in the sale of the Hotel concept to group, corporate, leisure, and catering prospects in a way that best illustrates the identity of the brand as innovative and new
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Provide client support to include processing client leads, investigating hotel and preferred guest program issues, and acquiring or sending collateral materials
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Prepare proposals, contracts, sales kits, and assist in site inspection preparation
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Act as the “face of the sales department” by answering incoming sales calls, leads, and serving as the “lead catcher”
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Coordinate and manage Group Housing, Group Masters, Posting Masters, Group Projections, ResLinks and mapping throughout CI/TY, Lightspeed.
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Manage group room reservations, rooming lists (cut-off dates or extension), attrition projections and room block utilization, billing, special requests, amenities, banquet event orders, audio-visual needs, etc.
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Manage In-House Events Calendar and block space in CI/TY.
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Follows proper event management procedures for event execution to include but not limited to BEO creation, F&B forecasting, resume communication, amenity/VIP designation and room block management
- Produce and distribute accurate banquet/catering event orders, timelines, diagrams, and resumes within timeframe set by hotel
- Coordinate Site Inspection Alerts, Customer Reservations, F&B Needs, Amenities, Welcome Letters, Airport Transportation, etc.
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Coordinate Tradeshow/Sales Blitz/Outside Sales Call details - collateral, amenities, etc.
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E-mail welcome letter to all new Definite bookings within 48 hours to include: cut-off date, reservation method, billing method, deposit due dates, event detail due dates, and Key Contact Information
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Looks for ways to improve processes and enhance sales systems
- Provide hotel support to include following up on outstanding responses, calling, faxing and emailing clients with responses and answering requests
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Assist in logistical support for small group and catering meetings for key clients
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Report generation as needed
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Partner with Operations in providing a customer experience that exceeds the customer’s expectations
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Be an active part of the property team supporting and developing the desired Grand Pacific Resorts culture
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Drive product quality and a unique guest experience at every opportunity
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Take pride in the overall look and feel of the hotel never walking past something out of place
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Maintain a refreshing attitude focused on positive friendly interactions with guests and staff
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Develop and maintain strong interdepartmental relationships and open communication lines to assure efficient transfer of information.
- Be familiar with all company policies and benefits.
- All other duties assigned
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Must be available to execute events for guest satisfaction as needed
Other: Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.
Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the resort. In addition, attendance at all scheduled training sessions and meetings is required.
Upon employment, all employees are required to fully comply with Sheraton Carlsbad Resort & Spa rules and regulations for the safe and effective operation of the resort’s facilities. Employees who violate resort rules and regulations will be subject to disciplinary action, up to and including termination of employment.
SUPPORTIVE FUNCTIONS
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the resort:
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Assist with any guest inquiry.
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Enforce hotel safety standards.
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Any other duties as assigned.
SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES
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, using some other combination of knowledge, skills, and abilities:
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Must be able to speak, read, write and understand the primary language used in the workplace.
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Must be able to read and write to facilitate the communication process.
- Requires good communication skills, both verbal and written.
- Considerable knowledge of complex mathematical calculations and computer accounting programs. Budgetary analysis capabilities required.
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Extensive knowledge of the hotel, its services and facilities.
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Must have excellent leadership capability and customer relations skills. Most tasks are performed in a team environment with the staff member acting as a team leader. There is minimal direct supervision.
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Must be detail oriented with outstanding organizational and communication skills.
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Must possess basic computational ability.
- Must possess basic computer skills.
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Knowledge of computer accounting programs, math skills as well as budgetary analysis capabilities required.
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Ability to analyze, forecast data, and make judgments to ensure proper payroll and production control.
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Ability to effectively deal with internal and external customers some of whom will require high levels of patience, tact and diplomacy and collect accurate information to resolve conflicts.
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Thorough knowledge of federal, state and local laws governing equal employment opportunity and civil rights, occupational safety and health, wage and hour issues, and labor relations, including, but not limited to the following statutes and their state and local analogues (where applicable): Title VII, ADEA, Equal Pay Act, Pregnancy Discrimination Act, FLSA, ADA, OSHA, FMLA, and NLRA.
Physical Demands
- Environmental conditions are inside, a job is considered “inside” if staff spends approximately 90 percent or more of the time inside. Temperature is moderate and controlled by hotel environmental systems.
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Must be able to sit at a desk for up to eight (8) hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task.
- Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
- Must be able to exert well-paced ability in limited space and to reach other departments of the hotel on a timely basis.
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Must be able to lift up to 15 lbs. occasionally.
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May be required to lift trays of food or food items weighing up to 30 lbs. occasionally.
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Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
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Hearing, smelling, tasting, and visual ability to observe and distinguish product quality and detect signs of emergency situations.
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Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates.
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Vision occurs continuously with the most common visual functions being those of near and color vision and depth perception.
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Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.
QUALIFICATION STANDARDS
Education
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High school or equivalent education required.
- Bachelor’s Degree and/or equivalent level of education preferred.
Experience
Sales or Front Desk experience with Marriott brand hotels preferred and/or equivalent prior hospitality experience.
Licenses or Certificates
Ability to provide and maintain a valid driver’s license as the position may require the operation of motorized and electric vehicles.
Grooming
All employees must maintain a neat, clean and well-groomed appearance per The Westin/Sheraton Carlsbad Resort & Spa standards.
Attendance:
Regular attendance in conformance with the standards, which may be established by Westin/Sheraton Carlsbad Resort & Spa from time to time, is essential to the successful performance of this position. Employees with irregular attendance / tardies will be subject to disciplinary action, up to and including termination of employment. Upon employment, all employees are required to fully comply with Westin/Sheraton Carlsbad Resort & Spa rules and regulations will be subject to disciplinary action, up to and including termination of employment.
This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.
Ownership:
This job opportunity for employment is being made available by Grand Pacific Hotel Services, L.P., the owner and the employer of all associates working at Westin/Sheraton Carlsbad Resort & Spa. Marriott International is not the owner or operator of Westin/Sheraton Carlsbad Resort & Spa. Marriott International is not the direct or indirect employer or joint employer of any associates working at Westin/Sheraton Carlsbad Resort & Spa. Marriott International does not control, govern or regulate any aspect of recruitment or employment at Westin/Sheraton Carlsbad Resort & Spa. Marriott International is not responsible for any aspect of your application, candidacy, or employment at the resort, nor shall Marriott International be liable for the data collection, use and privacy practices of the Westin/Sheraton Carlsbad Resort & Spa’s owner or operator.
