Event Sales and Services Coordinator

Located in the heart of Seattle’s downtown, the Fairmont Olympic Hotel is a historic landmark in the city. Be a part of history, providing service to our guests in an iconic and luxurious setting. We look forward to welcoming you to the historic Fairmont Olympic Hotel located in the heart of Seattle.

Job Description

At Fairmont Olympic Hotel, every guest interaction has the potential to create a lasting impression. As an Event Sales and Services Coordinator, you’ll play an integral role in representing our brand by providing warm, anticipative service in-person and over the phone. Your ability to coordinate and support our event sales and services team will help ensure our guests have memorable experiences from the very first interaction.

Summary of Responsibilities
Reporting to the Director of Event Sales & Services, your responsibilities will include, but are not limited to:

• Administrative Support: Assist the Event Sales & Services team by creating proposals, processing contracts, billing, and responding to sales leads and function space inquiries.
• Sales Inquiry Management: Handle inquiries from prospective clients via phone, email, and sales booking platforms.
• Planning & Reporting: Organize daily, weekly, and monthly tasks and generate relevant reports.
• Hotel Site Tours: Conduct and coordinate tours to showcase Fairmont Olympic’s unique venues and services.
• Event Coordination: Manage wedding and social event courtesy blocks, provide rate quotes, and respond to guest requests.
• Information Management: Collaborate closely with the Event Sales, Event Services, and Sales Managers to gather and verify information for events and conferences.
• Guest Assistance: Inform guests about hotel facilities, services, and hours of operation with a welcoming attitude.
• Booking Management: Accurately and efficiently track, record, and manage event bookings.
• Internal Event Planning: Assist in planning and coordinating all internal hotel events.
• Project Management: Prioritize and manage multiple projects daily, working across multiple email inboxes.
• Creative Presentation Development: Design and prepare visually appealing menu presentations for clients.
• Supply Management: Monitor and order necessary supplies for event operations.
• Professional Service: Deliver consistent, friendly, and engaging service in all interactions.
• Timely Response: Respond to internal and external requests promptly, within 24 hours.
• Team Collaboration: Foster effective working relationships with the event sales and services team and supporting departments.
• Special Projects: Handle additional projects as assigned while following all department policies, procedures, and service standards.
• Safety Compliance: Adhere to all safety policies and procedures.

Qualifications

• Experience: Prior customer service experience with a genuine passion for hospitality required. Experience as a Front Desk Agent, Event Coordinator, or in Reservations is preferred.
• Technical Skills: Knowledge of Property Management Systems and Passkey preferred; proficiency in Microsoft Windows applications (especially Excel) required.
• Typing Ability: Must be able to type a minimum of 25 words per minute.
• Organizational Skills: Strong organizational and time-management skills, with the ability to prioritize tasks.
• Problem Solving: Excellent attention to detail and problem-solving abilities.
• Communication Skills: Excellent verbal and written communication skills.
• Adaptability: Ability to work well under pressure in a fast-paced environment, managing multiple tasks.
• Teamwork and Independence: Ability to work both independently and as part of a team.
• Guest Service Focus: Ability to remain calm, courteous, and focused on guest needs at all times.
• Reliability: Highly responsible and reliable.

Physical Aspects of Position (include but are not limited to):

• Frequent sitting throughout shift
• Occasional kneeling, pushing, pulling, lifting, walking, and standing
• Occasional climbing of stairs, ladders, and ramps

Additional Information

All your information will be kept confidential according to EEO guidelines.

Our commitment to Diversity & Inclusion:

We are an inclusive company, and our ambition is to attract, recruit and promote diverse talent.

We are an equal opportunity employer. All offers contingent on background check and E-Verify.

Do what you love, care for the world, dare to challenge the status quo! #BELIMITLESS

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