Benefits Eligible
Yes
Starting Rate
$14.23 starting rate dependent upon experience
Additional Benefits
Type of Position
Hospitality
Work Hours
Schedules vary and hours are trypically Monday thru Friday from 8 am to 6 pm but may include nights, weekends and holidays as needed
Requires Valid Virginia Drivers License
No
Minimum Age
18

CONFERENCE & SALES COORDINATOR

WILLIAMSBURG LODGE

Job Description:

Providing administrative support in a team-based environment in the Sales & Conference Operations department.  Responsibilities include but are not limited to:  Outlook calendar maintenance, copy, file, e-mail, answer telephones, and monitoring/ordering office supplies and stationery.  Prepare check requests, expense reports, letters, memos, presentations, proposals, purchase requisitions, quotes, travel arrangements/itineraries, and other miscellaneous correspondence and reports.  Provide administrative support or “coverage” for other Conference Coordinators as required due to staffing levels.  Perform other administrative duties as assigned.

  • Provide timely follow-up to include telephone, email, etc. expressing departmental views based on knowledge of supervisor’s realm of responsibilities to ensure seamless Guest Service.
  • Serves as primary reference source on assigned area or subject and analyzes and resolves a variety of work related challenges; provides supervisor(s) with needed administrative assistance in the daily departmental operations.
  • Assist Conference Service and Sales Managers with correspondence involving sales contracts, quotes, reports, trade shows, sales trips, etc.
  • Set up and maintain filing system, including correspondence, accounting reports, sales/services accounts, solicitation files, trace files, and group histories.
  • Maintains follow-up procedures of all pending matters such as trace files; updating golf, tavern, spa reservations and revolutionary events; returning and tracking confidential materials, etc.
  • Research information from a wide variety of sources for use by others in answering correspondence, preparing reports, conducting meetings, etc.; prepares special summarizations and compilations as required.
  • Prepare check requests, expense reports, letters, memos, presentations, proposals, purchase requisitions, quotes, travel arrangements/itineraries, and other miscellaneous correspondence and reports (ensuring accuracy of typing, grammar, punctuation, syntax, spelling, etc.), without guidance of a supervisor, as required.
  • Perform Outlook calendar maintenance, copying, e-mailing, filing, e-mailing, answer telephones, and monitoring/ordering office supplies and stationery as required.
  • Exercise discretion, independent judgment and knowledge of foundation procedures in the day-to-day performance of regular duties.
  • Ability to overcome internal and external procedural challenges by offering solutions that lead to Client Satisfaction.

Job Requirements:

  • Minimum 2-years related experience.
  • Demonstrated computer proficiency with Microsoft Excel, Internet, Outlook, PowerPoint, and Word; V1 (Sales/Catering and other software applications used by CWC-HG); Showgate; LMS; ARTS and other software as required.
  • Typing skills of 50 wpm with emphasis on accuracy in a fast-paced environment.
  • Demonstrated strong verbal and written communication skills, including proper grammar usage.
  • Excellent proficiency in proofreading.
  • Demonstrated self-starter with strong organizational skills including attention to detail and follow-through.
  • Demonstrated strong Guest service and telephone etiquette skills
  • Demonstrated problem solving and decision making skills.
  • Demonstrated ability to prioritize and handle multiple projects.
  • Ability to be flexible with work schedule, including weekends, nights and holidays.
  • Ability to work in a team-environment as well as independently; establish and maintain effective work relationships; interact effectively with others; adapt to changing work priorities; understand and follow instructions.
  • Ability to handle large volume of incoming client telephone calls.
  • Flexible team player with strong interpersonal skills and a positive, professional attitude and appearance.

STANDARDS: Maintain a positive, enthusiastic outlook; smile and greet guests, employees, managers, and supervisors; show respect for and cooperate at all times with those for whom and with whom you work; report to work as scheduled and on time; meet appearance standards; perform assigned tasks accurately and on time.