Meeting & Events Sales Operations Coordinator

SUMMARY Designated contact person for all confirmed groups.  This position is responsible for organizing and managing all aspects of the group’s portfolio.  The position is also designated as the in-house subject matter expert, handling and processing the group from start to finish, including resolving systematic incidents as it relates to the group’s profile, rooming lists, client programs, payments, accommodation requirements, local services, etc….

• Obtain the necessary information from Group Leader/guests and process all reservations, changes, cancellations and clarify all correspondence related to group, event and rooming lists.

• Block any special request reservations, services and record on group file accordingly.

• Communicate directly with Group Leader or Travel Agent, as client, and offer full explanations on attrition and overall terms and conditions.

• Keep constant and on-going communication with Group Leader or Travel Agent, as client, to develop group’s program, agenda and expectations.

• Review rooming lists for accuracy in format, billing and ensure prompt processing.

• Work closely with M&E Sales Specialists, M&E Coordinators and Revenue Management to meet any challenges that arise with the group contract/pricing/rooming and name lists.

• Oversee accuracy of room blocks and reservations.  Input group rooming lists using internal reservation system, revise room blocks to maintain the required number of available rooms, keep organized files on all group dealings.

• Work closely with Sales Accounting to ensure group billing is reconciled and payments are received as scheduled.

• Generate incremental revenue by selling specialized packages and additional amenities in accordance with company standards.

• Upsell additional Club Med services such as A/V, coffee breaks, function space, etc…

• The Meetings & Events Sales Coordinator will share responsibility within the department for the generation of department budgets collectively to achieve 100% +.

• Ensure full compliance of all set-forth terms and conditions such as payment schedule, cancellations, attrition and other contractual obligations.

• Ensure that proper documentation is completed for any changes to the group that are not outlined in the contract terms.

• Ensure that Leisure and MICE Business Development Managers and Directors are copied on all quotes and contracts as well as any pertinent issues throughout the sales process.

• Work closely and effectively with various internal clients (corporate and resort).

• Generate and distribute all internal documents required and send to respective resort for each group.

QUALIFICATIONS  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EXPERIENCE  At least two years of hotel/resort experience and 5 years group and event planning, to include Incentive Sales coordination.

LANGUAGE SKILLS  Bilingual (Spanish/English) preferred.  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization

MATHEMATICAL SKILLS  Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. 

REASONING ABILITY  Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.  Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Must have strong computer skills – mastery of Excel, Word, PowerPoint, Outlook and hotel reservation systems as well as strong business-writing skills. Must have the ability to focus on details, to prioritize and to meet deadlines, and multi task various programs at the same time. Must be Creative, take initiative, and possess strong problem-solving skills and sales skills. Must be Customer service focus and use strong judgment if exceptions to terms are requested and escalate to Manager for review.  Must have the ability to interact with clients and various departments throughout the organization. Internal applicants must be in good standing with their employment.

Club Med provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Club Med complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Club Med expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.