Sales & Marketing Coordinator

Relax and recharge at Loews Ventana Canyon Resort, a top choice among Arizona luxury resorts. Whether you explore the best of Tucson or enjoy the stunning Catalina Mountain range, you can consider us your desert oasis. Welcome to a Sonoran Escape for the Senses.The Administrative Assistant assists Sales Managers, Catering Managers and/or Conference Managers in providing world-class contracting, preparation, coordination and servicing of Hotel Customer base. Administers proposals, contracts and written correspondence in conjunction with Sales/Catering Team to communicate contractual information, event details and changes in conference programs to appropriate hotel operating departments and partnering teams.Duties and Essential FunctionsAbility to juggle multiple tasks & projects with superb accuracy in a fast paced environmentStrong administrative skills and attention to detailExceptional customer service skills, over the phone and in person, with customers and internal departmentsAbility to manage different personalities, work styles and needsWrite (or review) and distribute emails, correspondence memos, letters and customer specific communications as requestedAssist in the preparation of regularly scheduled reportsAssist with return phone calls. Qualify leads with additional details. Help clients with details on upcoming groupsCoordinate reservations and amenities for Managers. Ensure room is ready and amenity delivered prior to arrivalAssist with special project tasks, including mailings, sales blitz lists and other sales related activitiesPrepare contracts for Sales and Catering Managers; merge, alter and distribute for a tentative bookingAssemble proposals and regret correspondence for Sales and Catering ManagersCreate Post Convention Reports, merge corresponding thank you lettersConduct Site Visit Tours as needed for Sales and Catering clientsSend first contact template response to Catering inquiries with basic hotel informationAssist in managing execution of small one-day meetings or rooms only programsWork directly with Operations/Restaurant to help coordinate the handling of functionsCommunicate with Catering and Conference events to inform cut off dates, review pickup reports for straight-line availabilityAssist with event execution including walking meeting rooms to ensure set is accurate, greeting meeting planners in meeting rooms on event days, and communicating requests to appropriate department for executionOther duties as assigned