Sales Coordinator- Catering | Rose Wood

February 2, 2024

Job Description

Competitive Benefits

  • Free Parking if available
  • Medical, Dental, Vision Benefits
  • Competitive Pay Rates 
  • 401k Plan and after 1 year up to 3% Match 
  • Paid Time Off (Vacation, Holidays, Sick and more)
  • Complimentary Room Nights up to 12 per year
  • Restaurant Discount- 50% off F&B
  • Complimentary Meal during your shift 
  • Life Insurance and AD&D
  • Complimentary Short-Term Disability
  • Long-Term Disability Benefit
  • Pre-tax commuter benefits 
  • Flexible schedules
  • Tuition Reimbursement up to $500 per year
  • A clear career pathway – career advancement opportunities
Relationship Hospitality.
It’s in the genes. Some just have it; a natural desire to deliver meaningful and heartfelt experiences. It’s a calling. At Rosewood Hotel Group we work instinctively and from the heart, to master and elevate our craft. Together, we push the boundaries to impart magic into every day. We care for people, and make it our purpose to build long-lasting, genuine relationships. Here, we do what we were born to do. Here, we answer The Calling.
Sales Coordinator- Catering
Responsible for the coordination and smooth running of all aspects and functions of Catering and Events in accordance with Rosewood Washington DC standards. Acts as the lead communication touch point for both internal and external guests for Catering. Acts as a support person to the Director of Sales, the Sales Manager and the Cluster Sales and Revenue Team. Assist and coordinate with Group & Events bookings. This position is to administratively support Group & Catering Sales leads to include coordination of all aspects and functions related to programs booked (pre-event/arrival, throughout event/arrival, and post event/departure) in accordance with Rosewood standards.
Essential Duties and Responsibilities 
  • Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
  • Ensure that standards are maintained at a superior level on a daily basis.
  • Maintain complete knowledge of clients’ requirements for in-house groups: Nature of Event. VIP’s and On Site Contact. Rooming List. Transportation. Amenity and Spa requests.
  • Schedule of Events.
  • Attend, Support and potentially conduct, when necessary, Pre-Cons.
  • Assist with Payment and Billing arrangements.
  • Contribute to the overall financial success of the Sales & Marketing Department.
  • Follow up on special arrangements to ensure compliance with standards
  • Meet group coordinator or host prior to function, make introduction and ensure that all arrangements are agreeable.
  • Book and manage “pop-up” meetings and functions within the Hotel when needed
  • Anticipate guests’ needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
  • Promote positive guest relations at all times. Work with all departments communicating and servicing groups prior to and while groups are in house.
  • Be familiar with all hotel services/features and local attractions/activities to respond accurately to any guest inquiry.
  • Able to give site tours to potential guests
  • Monitor and assist Managers with guest complaints and ensure guest satisfaction.
  • Prepare, review and revise all group resumes and group meeting requirements 
  • Facilitate and support resume meetings with Department Managers
  • Ensure that all entries in Sales Force (Delphi) are accurate including setting up a file trace system for each group booking that documents conversations with Guest, Sales & Catering Managers and other key hotel staff.
  • Provide notes and traces into Property Management System for all group guests.
  • Assist and support sales managers in preparing for sales trips and daily activities such as proposals, contracts, and all other bookings
  • Have complete familiarity with Rosewood, (brand positioning and core values) and its properties.
  • Participate in weekly meetings as required.
  • Provide a weekly summary of bookings (tentative and definite) as part of the weekly sales meeting.
  • Dress in a professional uniform provided by the Hotel- free drying of uniform and some personal items per our Rosewood dress code.
  • Maintain catering and conference services revenue, average check, post-convention reports.
  • Work with all departments communicating and servicing groups prior to and while groups are in house including preparing and reviewing group resumes and group meeting requirements in Hotel Resume Meeting.
  • Communicate all last minute changes, additions and cancellations of groups to hotel.
  • Perform all administrative duties in a tidy, organized manner and maintain office space in an orderly and guest ready environment at all times.
  • Draft and execute sales collateral and client / prospect presentations via Microsoft Word, Excel, and PowerPoint
  • Answer all sales and catering telephone inquiries in a pleasant, courteous and professional manner and ensure that all pertinent information is noted accurately and legibly and quickly communicated to the appropriate manager.
  • Anticipate guests’ needs, respond promptly and acknowledge all guests regardless of work load and time of day and ensuring guest satisfaction.
  • Maintain positive inner-hotel relationships with all hotel departments to expedite efficient communication.
  • Maintain complete knowledge of correct maintenance, use of equipment & all safety guidelines. Use equipment only as intended.
  • Maintain complete knowledge of: Daily scheduled group functions, times, locations, amount of people and specified requirements.
  • Location of all hotel function space and names of room and space.
  • Knowledge of meeting and banquet room styles and set-ups.
  • Complete all other necessary daily tasks as assigned
The list of responsibilities is illustrative only and is not a comprehensive listing of all functions and tasks performed by this position. The company reserves the right to add, remove or alter duties when business need dictates.
Rosewood Washington DC requires all employees to be fully vaccinated against COVID-19, and applicants are required to submit proof of vaccination prior to starting employment. In accordance with the law, Rosewood Washington DC will accommodate employees who cannot be administered the COVID-19 vaccine for medical or religious reasons, and applicants should contact the Director of Talent and Culture if they have questions about this requirement or wish to request an accommodation.