Job Description

Under the direction of the Director of Sales & Marketing, the incumbent provides office management and organization, financial and administrative support. Responsible for planning and managing the departments calendars, researching, drafting and preparing memos and correspondences, coordinating travel itineraries and establishing both electronic and manual files. Responsible for managing and maintaining the DELPHI database account management system, executing and coordinating all data and reports. Assist with training new users on DELPHI standards and serve as communication link between sales, conference services, management and technology specialists.

Incumbent acts as a personal service ambassador and liaison between the meeting planner and the various hotel departments. Must be a strong communicator with the ability to bring desired results and focus on the meeting planner by anticipating, understanding and acting on their specialized needs. Incumbent must be proficient, with detailed knowledge of the lodge meeting facilities, group dynamics and event details.

Incumbent is also responsible for insuring the delivery of all components of a group sales contract. The incumbent ensures the successful discovery and execution of all conference group related activities and events and acts as the primary liaison between the client meeting planner and UCLA Lake Arrowhead Lodge (LAL) staff to ensure all aspects of the event are delivered according to the while focusing on the client’s expectations. The position is involved in the sales process; partnering with the UCLA Hospitality Group to promote the service delivery benefits and features pertaining to meeting and conference services across our properties.

The incumbent is a service professional possessing excellent organizational skills, the ability to effectively manage groups of people and multiple tasks. The incumbent is adept at solving problems and has experience dealing with difficult situations and must be thoroughly familiar with the LAL management philosophy as it applies to meetings and events, be very knowledgeable of operations including conference set-up and service, audio-visual, food and beverage and front office operations. The incumbent displays the ability to maintain strong, positive relations with both clients and operating departments through the utilization of good communication skills and is expected to be very detail oriented and to possess excellent interpersonal skills.

Must be able to work nights, weekends and some holidays.

Job Qualifications

Minimum of two years of prior experience in conference sales in a hotel or conference center setting.
Required

Demonstrated ability to sell and up-sell banquet and conference services.
Required

Skill in detailed record keeping.
Required

Working knowledge of basic management and marketing techniques in the hospitality field.
Required

Leadership skill in conceptualizing, planning, organizing and directing a variety of projects.
Required

Ability to maintain workflow with changing priorities, frequent interruptions and conflicting deadlines.
Required

Ability to work with detail and review a large volume of work rapidly and accurately.
Required

Demonstrated skill in working as a part of a team, collaborating with colleagues and maintaining cooperative working relationships.
Required

Working knowledge of conference management techniques including room allocation, meeting room space and equipment needs.
Required

Skills in writing grammatically correct analytical reports, business correspondence and memos.
Required

Ability to speak on a one-on-one basis using appropriate vocabulary and grammar to explain procedures, conduct sales presentations, site inspections, etc..
Required

Interpersonal skills to work diplomatically and effectively with a diverse clientele.
Required

Strong analytical skills to define problems, formulate logical solutions, and make recommendations.
Required

Ability to exercise independent judgment and initiative and follow through on assignments with minimal direction.
Required

Computer proficiency in computerized reservation systems and Microsoft Office Suite.
Required

Skill in negotiating and exchanging ideas with others to formulate policies and programs and to arrive jointly at decisions, conclusions or solutions.
Required

Ability to work a flexible schedule, including evenings, weekends, holidays and extended hours.
Required

Ability to drive licensed electric carts and UCLA vehicles at times for meetings, site inspections, etc.
Required