Sales & Marketing Coordinator

Welcome to the Alila Napa Valley, surrounded by the pristine home vineyards of the Beringer Estate, Alila Napa Valley will offer guests a curated travel experience in the heart of California’s Wine Country. The hotel features award-winning design by renowned design team Yabu Pushelberg using natural materials and a soothing neutral palette that well-complement the unobstructed vineyard and mountain views that face west for idyllic sunsets.

Alila Napa Valley will feature newly rebranded Spa Alila and Fitness Center, a dramatic outdoor pool that overlooks adjacent vineyards and distant mountains, as well as a seasonally driven restaurant and bar - Violetto, which features a local, sustainable menu that reflects the bounty of Napa Valley.

We are looking for colleagues who can quickly perpetuate a culture that embraces great design and superlative service. Our hotel seeks unique individuals who have a passion for exceptional hotel service that is both intuitive and personal, and who best express that belief in an atmosphere of spontaneity and authenticity. At Alila Hotels, a Hyatt Hotels brand, we believe our guests select our luxury resort because of our caring and attentive colleagues who are focused on providing efficient service and meaningful, surprisingly different experiences.

The Sales & Marketing Coordinator is responsible for supporting the DOSM, Sales Managers & Event Planning Manager, as well as administrative support for Envision and Reporting. Primary support efforts are in performing assigned duties with attention to detail, speed, accuracy, follow-through, courtesy, cooperativeness and with a minimum of supervision. To be successful, the Sales & Marketing Coordinator will show initiative, voluntarily seeking out additional ways to assist their managers and clients, including training or growth opportunities.

Enthusiasm and a hands-on mentality, along with the ability to work as a team member with the operations, sales and events staff is a priority.

Essential Support Functions:

1. Answering the sales office line, taking phone leads and messages, and handling walk-in sites when no manager is available.
2. Performing administrative duties for supported managers, including creating proposals, contracts, diagrams and EO’s, creating and printing menus, place cards and table plans.
3. Creating Planning Visit, Site Visit and Influencer/Media Visit agendas, welcome gifts, internal and external calendar items via BOB.
4. Weekly detailed checks of upcoming Definite Group VIP arrivals, amenities creation and delivery.
5. Monitoring the Sales Department inventory of Office Supplies as needed for the Group Sales & Event Planning Managers.
6. Maintaining organization of office’s definite and actualized group electronic files that meet or exceed audit purposes.
7. Creating and effectively distributing in-house event bookings in Envision and EO’s within standard hotel timelines.
8. Creating and effectively distributing small group bookings in Envision and EO’s within standard hotel timelines.
9. Assisting Event Managers in preparation for pre-convention meetings by printing pre-con packets, sending the calendar invite, tracking responses to ensure the meeting room is set correctly.
10. Monitoring Sales Funnel Daily 
    • Assigning Sales Manager
    • Adding Comment
    • Attaching RFP documents if it’s an email lead
11. Auditing booking actualizations in Envision on a weekly basis for accuracy
    • Processing Commission/ Rebate requests
    • Processing World of Hyatt points requests
    • Cash Sales, Ancillary Revenue, Attrition Posting
12. Turning bookings Definite
    • Review Envision booking for accuracy to contracted terms
      
    • Providing electronically to DOSM to turn definite
    • Distributing to internal departments electronically
    • Creating posting masters for EVENTS only bookings (with no room block)
13. Updating Envision Deployment when applicable (with changes in deployment or manager turnover)
14. Enter Need Dates in Envision Calendar and Cvent as requested by DORM or DOSM
15. Redistributing Envision bookings/accounts/traces, etc. as needed when manager turnover occurs
16. Oversees onboarding of new employees on group sales and events team
    • Requesting Global ID for all new team members
    • Creating training plan schedule and welcome letter
    • Requesting email and computer/ IT needs for new team members
17. Long term plan for this position will include training to become EMS and EAS Key Op
18. Creating thank you cards for customers and coordinating non-definite group VIP and arrival and stay process.
19. Coordinating communication between the Sales Office, Front Desk, Engineering and Food and Beverage.
20. Monitor and compile expense reports by managers as needed.
21. Create and update Hyatt sales & marketing collateral templates in Canva & Publisher & other graphic design software as needed.

Other Responsibilities:

1. Attend Daily Stand up, Events, and Sales Meetings and other departmental meetings as assigned.
2. Attend Weekly Sales Stand up Meeting
3. Project a professional company image through in-person, email and phone interactions.
4. Perform general clerical duties including information flow in support of sales and events team.
5. Manage confidential information with discretion and respect of privacy to high profile guests
6. Other tasks as assigned by the Director of Sales & Marketing and General Manager

Compensation: $25.00 - $26.50 per hour based on experience

Why Work at Hyatt?

• 12 Complimentary hotel room nights (per year) after 90 days of employment
• Discounted room nights on first day of employment
• Free Parking
• 8 Paid Holidays per year
• Paid time off
• Medical, Dental, Vision Insurance – (Full-Time colleagues)
  
• Flexible Spending Account (Full-Time colleagues)
  
• Retirement Savings Plan
  
• Tuition Reimbursement
  
• Basic Life Insurance
  
• Opportunities to work around the world with Hyatt Hotels and Resort

Hyatt associates work in an environment that demands exceptional performance yet reaps great rewards.  Whether its career opportunities, job enrichment or a supportive work environment, if you are ready for this challenge, then we are ready for you.  

Hyatt is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, marital status, pregnancy, national origin, ancestry, age, religion, disability, veteran status, genetic information, citizenship status or any other group protected by law.