Sales & Marketing Coordinator - Short North

Group/Sales/Catering Coordinator

The Group/Sales/Catering Coordinator is responsible for clerical and administrative duties, assisting with marketing materials and basic creative tasks that support the Group/Sales/Catering departments. The role includes building and managing room blocks, maintaining arrival details, and creating internal planning documentation to ensure seamless event and group execution. He/she helps support the department's revenue and guest satisfaction goals while providing attentive, courteous, and efficient service to all guests.

Responsibilities include:

• Answer telephone and email messages. Respond accordingly.
• Prepare and process all Purchase Orders for the department.
• Prepare (and balance each month end) accruals and overall expenditures on behalf of the department.
• Open and distribute mail as directed.
• Maintain and stay abreast of the latest computer programs/innovations (as applicable).
• Filing of all pertinent correspondence in a timely manner.
• Type all correspondence pertaining to department.
• Maintain adequate inventory of office supplies.
• Responsible for the smooth operation of the office.
• Type and distribute meeting minutes as directed.
• Maintain trace file as needed.
• Assist in scanning/copying/faxing/mailing.
• Greet guests/clients/employees when necessary.
• Attend meetings/training as required by management.
• Assist the sales team with preparing proposals, generating contracts, creating promotional materials and presentations.
• Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests.
• Respond in a quick, timely, and professional manner to all internal partners and external customers and deliver clear and concise communiqué.
• Communicate group room block details/changes for select groups to all hotel departments, coordinating customer's needs with other property business and activities to ensure customer's expectations are met and the property operates efficiently.
• Develop best practices for prospecting new banquet business using a wide variety of methods including phone calls, outside sales calls, trade shows, attending community functions, blitzes, internet prospecting, supplier partnerships, etc.
• Monitor blocked space and sleeping room blocks; build room blocks for group business, Initiate release of blocked sleeping room blocks on cut-off dates.
• Assist the sales team in managing calendars, important document organization, and weekly tasks. Communicate guest arrival details with other departments of the hotel and key partners.
• Assist with a variety of marketing administrative tasks and coordination of hotel led events and photoshoots.
• Design on-property signage, print materials, and digital ads that align with brand standards.
• Produce content for digital channels, including social media graphics, email visuals, and promotional assets.
• Coordinate the marketing project calendar, including campaign timelines and approval deadlines.
• Organize photoshoots, including scheduling, shot lists, and vendor coordination.
• Plan and maintain the monthly social media calendar.
• Create and publish content across platforms, including photo/video capture and copywriting.
• Track performance metrics and identify opportunities to strengthen engagement.
• Support the development and execution of on-property guest activations and seasonal events.
• Collaborate with operations teams to ensure activations are delivered smoothly and on brand.
• Build relationships with local partners to support collaborations and awareness.
• Maintain marketing assets, including the photo library and design templates.
• Assist with budgeting, invoices, and vendor communications as needed.

Qualifications include:

• High School diploma or equivalent required and/or experience in a hotel or a related field preferred.
• At least 3 to 5 years of progressive experience in a hotel or related field preferred.
• College course work in related field helpful.
• Computer knowledge/skills required.
• Flexible and long hours sometimes required.
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Maintain a warm and friendly demeanor at all times.
• Must be able to effectively communicate both verbally and written, with all levels of employees and guests in an attentive, friendly, courteous, and service oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner.
• Attending all hotel required meetings and trainings.
• Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
• Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to cross-train in other hotel-related areas.
• Must be able to maintain confidentiality of information.
• Must be able to show initiative, including anticipating guest or operational needs.
• Perform other duties as requested by management.