At Kimpton it all starts with our culture, which is focused on supporting our employees' personal and professional growth. We believe that if we take care of our employees they will be able to take care of our guests, ensuring the satisfaction of our investors and our future. Our culture inspires confidence and leads to caring service that comes straight from the heart.

We also are a socially responsible employer and citizen thanks to our Kimpton EarthCare and Kimpton Cares programs. Kimpton EarthCare is our industry-leading environmental program in which we have adopted eco-friendly operational practices and products to do our part in supporting a sustainable world.

"Fortune Magazine named Kimpton one of the 100 Best Places to Work For in 2013!"

Job Description:

The Conference Services & Sales Team for EPIC, a Kimpton Hotel, is looking for an energetic, personable, and service oriented person to come on board as our Conference Services Coordinator/ Sales lead generator. This person will be able to handle and prioritize multiple tasks, be a forward thinker in anticipating needs of the clients, strategic thinker and good listener, all while be willing to deliver service excellence. The Conference Service team will require the full support of this person.

Reports to: 2 Conference Service Managers as well as the Dir of Sales and Marketing
 
Position Summary:

This position provides administrative support for the Conference Services Team. The position serves as a key liaison with clients and internal restaurant and hotel departments, by effectively maintaining the various communication documents. This is accomplished through basic administrative support, working on special projects as assigned and being proactive and responsive in a timely, friendly, tactful and professional manner.

Primary Job Responsibilities:

• The ability to maintain an active trace/follow-up system for all incoming inquiry calls and daily job duties.
• The ability to prepare and stay on top of weekly reports including Resume Distribution, Pick Up Reports/Rooming lists, Group Bible, etc.
• The ability to be fully versed in all banquet space, facilities and capabilities of competitive set
• The ability to attend and participate in all required meetings including, Daily Stand Up, Weekly Catering Meeting, Merch Meeting and Pre-Cons & Resume Meeting.
• The ability to keep Conference Services team promptly and fully informed of all problems or unusual matters so corrective action could be taken where appropriate.
• The ability to learn computer program for booking Sales and catering groups and checking availability
• The ability to constantly be aware of what is happening in the Hotel and its function space and Sales and Conference service offices
• The ability to handle projects in addition to daily tasks including Menu Cards, Parking Stickers, Pre-Con Packets, etc.
• The ability to arrive at scheduled work time, with a neat and professional appearance
• The ability to stay calm and focused in the dealings with all clients either on the phone or in person.
• Generates Banquet Event Orders for small groups (handle rooms only groups of 10-15 rooms, from beginning to end.)
• Input all rooming lists and coordinate all reservation aspects with Chicago reservation team inclusive of but not limited to billing and routing 
• Monitor and manage reservation cut off dates with Conference Services Manager using Group Cut Off Tracker and Group Bible as resources.   
• Check all VIP reservations before arrival, including upgrades, routing, etc.
• Utilize Delphi system for accurate blocking of events, groups, traces, and resumes, generation of BEOS
• Remain available to hotel colleagues via email while on property
• Generate amenities requests and input traces in SMS based on Weekly Resumes.
• Generate Food & Beverage Revenue Reports as well as assorted Market Vision reports for the Conference Service Managers on a monthly basis
• Responsible for accepting all new turnovers, routing to hotel departments, checking cut off dates in the appropriate system, and adding information to Group Cut off Tracker.
• Ability to generate and process commissions for groups
• Be a back up resource for sending out the daily reports in case the Catering Assistant is out
   

QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirement listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

Qualification Requirements:

1. Excellent reading, writing and oral proficiency in the English Language
2. Strong reading, writing, and Oral proficiency in Spanish is preferred
3. Strong Bi Lingual verbal communication skills
4. Excellent time management skills & ability to multi-task

EDUCATION and/or EXPERIENCE:
High school diploma or general education degree (GED); or at least one year related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Ability to speak a foreign languages is a plus in order to communicate with international guests.

REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand and talk or hear. The employee frequently is required to use hands to finger, handle, or feel objects. The employee is occasionally required to stand, walk, and reach with hands and arms.

The employee must occasionally lift and/or move up to 10-15 pounds. Specific vision abilities required by this job include the ability to focus.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderated.

(Please note management reserves the right to change, modify, and/or alter any of the duties listed above to meet business demands).