Special Events and Sales Coordinator

Luxe Sunset Boulevard Hotel is a AAA Four Diamond hotel! We are the ONLY AAA Four Diamond hotel in our competitive set and the only one near Brentwood and Bel-Air.
The Luxe Sunset Blvd Hotel is currently looking to add a Special Events & Sales Coordinator to our team. When you join the Luxe family, you are joining a world of possibility!

A boutique retreat in the heart of Los Angeles, Luxe Sunset Boulevard hotel provides an oasis of elegance and style by welcoming guests to one of the most distinguished addresses in all of California.
Luxe Sunset Boulevard Hotel is a stunning property at the crossroads of Brentwood and Bel-Air. Located within minutes of UCLA, the Getty Museum, and Skirball Cultural Center, our convenient location makes it easy to access the best of LA.

Department: Sales & Catering
Accountable To: General Manager
Status: Non-Exempt
Estimate Pay Range: $29.00 p/hr - $33.65 p/hr (Employer est.)

ADMINISTRATIVE DUTIES
Daily:

• Make copies of, and distribute daily hot sheet
  • • 9 copies (Director of Special Events, Senior Special Events Manager, EMM, Special Events Coordinator, Banquets, Executive Chef (2), Food and Beverage Director, & Valet Manager)
• Create daily event signs
  • Email out to Leaders, Front Desk and Valet
  • Print small sign for Valet
  • Print large signs for Lobby and Ballroom Reader Boards and place accordingly
• File event receipts in corresponding event folder
• File completed event files in filing cabinets
• Create PM #s for upcoming events
  • Open PM #s on day of event
  • Post deposits and payments for each event, print/file receipts accordingly
  • Gather/post final payments upon conclusion of events
  • Close out PM accounts after final payment and event conclusion
• Answer and field incoming calls
  • Assist caller with information/inquiry
  • Transfer to appropriate team member when requested
  • Take messages for team members as needed
• Maintain Catering Binder/Packet with Events for the next 10 days and update daily based on information on Hot Sheet

Sales Daily:

• Answer incoming reservation calls and greet guests by phone in a friendly, courteous manner.
• Receive and process all business, group, VIP, and FIT reservations, ensuring billing is routed correctly.
• Record reservation details and business codes (group/transient).
• Work alongside sales managers to Identify commissionable reservations, capture required information, and communicate details to Accounting.
• Work alongside sales team to record and process deposits and special billing instructions.
• Maintain accurate room inventory and advise the hotel on availability and status.
• Capture sales opportunities from incoming calls and guide guests to the most suitable accommodations based on their needs.
• Respond to personal and reservations inbox emails in a timely manner and process all requests.
• Identify VIP guests, arrange amenities, assist with site visits, and manage room allocation and blocking.
• Coordinate with Sales Managers on group bookings, rooming lists, cutoff dates, and ensure accurate billing/routing.
• Answer incoming sales calls and route them to the appropriate managers.
• Manage the reservations inbox in a timely and organized manner.
• Track daily VIPs and communicate updates during the daily stand-up.
• Issue and track gift certificates.
• Assist the Front Desk as needed.

Weekly:

• Function Calendar (BEO 10 Day Packet)
  • Create and Edit Cover Sheet
  • Compile all BEOs and other documents to be included (floorplans, timelines, etc.)
  • Print and distribute Function Calendar/Packet
    • 9 copies (Director of Special Events, Senior Special Events Manager, EMM, Special Events Coordinator, Banquets, Executive Chef (2), Food and Beverage Director, & Valet Manager)
  • Scan packet to Judith to send to Leaders & Housekeeping for scheduling purposes
• Pull upcoming files from filing cabinet to upcoming events display to correspond with Function Calendar Cover Sheet
• Remove files from completed events from display to filing cabinet

Sales Weekly

• Attend and participate in weekly GRC meetings.
• Prepare weekly group resumes for incoming programs.
• Assist with special projects or additional work related to reservations and sales as assigned by leadership.
• Review all group cutoff dates to ensure accuracy and communicate upcoming deadlines to the appropriate managers.
• Work with Sales and Accounting to collect deposits as needed and ensure accurate final billing and payments.
• Ensure all reservations received through the reservations inbox are processed promptly and routed correctly.

Other:

• Distribute Food Tastings as needed
• Assist Senior Manager & Director of Special Events as needed with various duties
• Go to Daily Stand Up if other Managers are not available
• Bi-Monthly preparation of B&C Forecast Report for Catering Managers to fill in with events and revenue; to be submitted (by Director) on the 15th of each month for re-forecast, the 25th of each month for the 30/60/90 day
• Prepare Slide Presentation for B&C Quarterly Meetings as needed

• Keeps the General Manager fully informed of all problems or matters of significance.

• Performs all duties and responsibilities in a timely and efficient manner in accordance with established company policies and procedures to achieve the overall objectives of this position.
• Maintains a favorable working relationship with all other company employees to foster and promote a cooperative and harmonious working environment.
• Adheres to company policies and procedures.
  • Attends work as scheduled.
  • Follows hotel’s dress and grooming standards.
  • Minimizes safety hazards by following all safety rules and procedures.
• At all times, projects a favorable image of Luxe Sunset Boulevard Hotel to the public.

Physical Requirements:

• Pushing/Pulling: Average weight 60lbs constantly
• Lifting/Carrying: Average weight 60lbs constantly
• Standing/Walking: Constantly
• Kneeling/Crawling: Occasionally
• Reaching: Constantly

Benefits:

• Medical, Dental, Vision and Life Insurance
• FSA Medical
• Short Term Disability and Long Term Disability
• 401(K) Plan
• Vacation and Sick Leave
• Employee Dry Cleaning
• Employee Meal and Parking

Luxe Hotels is proud to be an Equal Opportunity Employer.

About Luxe Hotels:
The Luxe independent hotel group is a privately held company headquartered in Los Angeles, California. "Luxe" is an experience built around ideals of timeless hospitality, innovative services, and unexpected solutions. Luxe hotels are like home, only better. At Luxe, we go beyond service and strive to relate to our guests. Everyone entering our hotel brings something new and different – a unique journey and experience. Our job is to recognize and respect that journey in every interaction. Every person truly is an entire world! With this in mind, we seek employees who share our values and desire to deliver a gracious guest experience with sincere commitment. We accomplish this by making our guests feel cared for and known when they stay or dine with us. Their preferences are considered; their expectations are constantly exceeded, but meeting their needs is only the beginning of what we do to make them feel like they belong.