Event Sales Coordinator in City of Westminster

THE NOMAD WAY

Hospitality is at the core of what we do and who we are. It’s more than just a job; it’s a path to a career in our industry. Many of us at NoMad have grown from within these walls and we pride ourselves on providing these opportunities. We thrive to achieve our vision to be a thriving hotel combining the best of New York hospitality with London charm. Our values connect us; our behaviours guide us; and our non-negotiables drive us.

Welcome to NoMad London

OVERVIEW OF THE ROLE

TheSales & Events Coordinator is responsible forassisting and coordinating all administrativetaskswithin theSales & Marketing division, including Groups, Meetings and Events. This role is pivotal in supporting with respondingtoenquiries received anddistributingeventsandsalescontractsandother relevant paperwork in a timely manner. Ensuring the smooth running of both theSales and GM&E department through efficient organisation; sound understanding of hotel operations; and supporting the department where requested.

EXPECTATIONS:

• Alwaysmaintainaconsistentlyprofessionaldemeanor.
• RepresentNoMadLondonpositivelyinallinteractionswithinternal andexternalstakeholders.
• Always adhere to company policies andprocedures, includingbut not limitedto Health & Safety policies, HR guidelines and compliance trainings.
• Effectivelymanageworkloadandresponsibilitieswithefficiency.
• Foster clear and effective communicationwithin the team,across departments andbetweenboth hotels and management.
• Champion our company values and foster a positive and collaborative approach across all departments.

MAIN DUTIES & RESPONSIBILITIES

ThemainresponsibilitiesoftheSales & EventsCoordinator aresummarisedbelow,thelistisnotexhaustive:

GENERAL DUTIES

• Respondin a timelymannerto internaland externalsales andevents emailsorrequest, helping where needed. This includes the end to end sale and planning of events and groups as allocated by the Director of Groups, Meetings and Events
• Assistincoordinating,organisingandmaintainingallroomssales' activity.
• EnsuringallSalescollateral,Media Library and presentations are updated and incompliance with brand standards
• Receive and respond to incoming telephone calls for the sales team, serving as the communication hub for Group and Event Sales.
• Prepare accurate written correspondenceincluding letters,contracts,reports, banquet event orders, scheduleofevents,printedmenus,and e-mailsusing MSWord,Excel,PowerPoint,SalesCRM,Opera, and E Mail.
• Maintainaccounts,includingtraces,creatingandupdatingbookings,manipulatingeventsandguest roomblocks in Sales CRM.
• Complete distribution of Sales correspondence to the hotel operating departments as required. Examples: amenity cards, resumes, rooming lists etc.
• Runningofdaily,weekly and monthly reportsand meetings incl.BEOdistribution; BEOmeetings etc.
• Maintaindepartmentalreportsonaweekly/monthlybasisinsupportoftheDirectorofSales.
• Maintain thevariousSalesfilesystems,bothelectronic and paper,includingAccount Files,Master binders for RFP's etc.
• Ensureallsaleskits,collateralImageLibrary,iPads,promotionalmaterials,photographsetcarekept up todate and in efficient order,in stock and easy todistribute.Responsibleforstock take.
• Operate a variety of electronic and manual office resources, including but not limited to laser printers, multi-functioncopy machines, fax machines, paging system,a bindery machine.
• In theabsence ofSales Management, assist clientsand seekout solutions torequests in a friendly, caring and helpful manner.

WHAT WE OFFER

• £750 Refer a Friend Scheme
• 50% Employee discount in F&B outlets
• Pension Scheme
• Complimentary family meal and quality coffee/hot drinks whilst on duty
• Growing team with great training and progression opportunity
• Paid break and annual leave
• Good work/life balance
• Your birthday off (paid) after one year of service
• Hotel discount
• Hilton discount
• Private Health Care
• Experience Stay - Breakfast included
• 5 days of paid sick leave for every rolling 12 months
• Additional holiday for each completed year of service
• £20 Uber ride when finishing after 1am

RESPONSIBILITIES

The main responsibilities of the Sales Coordinator are summarised below:

• Receive and respond to incoming telephone calls for the sales team, serving as the communication hub for Group, Corporate, and Event Sales.
• Prepare accurate written correspondence including letters, contracts, reports, banquet event orders, schedule of events, printed menus, and e-mails using MS Word, Excel, PowerPoint, Sales CRM, Opera, and E Mail.
• Maintain accounts, including traces, creating and updating bookings, manipulating events and guest room blocks in Sales CRM.
• Complete distribution of Sales correspondence to the hotel operating departments as required. Examples: amenity cards, resumes, rooming lists etc.
• Make reservations, enter rooming list and take care of amenities for Managers and Director(s). Follow-up by double-checking all VIP reservations and amenities. Coordinate and communicate with Front Desk to have VIP rooms pre-assigned, any notes and / or upgrade traces added and ensure that a personal note accompanies all respective amenities.
• Coordinate converted Group bookings as and when required; including liaison with end client and internal departments to ensure all coordination is confirmed, communicated and aligned.
• Support Director of Sales and Sales Managers in preparing for client site inspections and events.
• Running of daily, weekly and monthly reports.
• Maintain departmental reports on a weekly/monthly basis in support of the Director of Sales. •Maintain the various Sales file systems, both electronic and paper, including Account Files, Master binders for RFP’s etc.
• Ensure all sales kits, collateral Image Library, iPads, promotional materials, photographs etc are kept up to date and in efficient order, in stock and easy to distribute. Responsible for stock take.
• Operate a variety of electronic and manual office resources, including but not limited to laser printers, multi-function copy machines, fax machines, paging system, a bindery machine.
• In the absence of Sales Management, assist clients and seek out solutions to requests in a friendly, caring and helpful manner.
• Follow department policies, procedures and service standards.
• Follow hotel safety policies and procedures.
• Perform other tasks or projects as assigned by hotel management.

Please note whilst we wish we could respond to all applicants, only those shortlisted will be contacted.

Compensation: Competitive salary