Sales and Event Coordinator en Woodloch Resort

Nestled in the scenic Pocono Mountains of Pennsylvania, Woodloch Resort encompasses an award-winning family resort (Woodloch Pines), championship golf course (Woodloch Springs) and a luxury destination spa (The Lodge at Woodloch).

Owned and operated with pride by the Kiesendahl family since 1958, the concept of family is truly at the core of Woodloch and is key to its longtime success. Woodloch Pines was voted by TripAdvisor as the number one family resort in the United States and remains committed to its original mission to “treat all guests as if they were company in their own homes.” Staff members are no exception to this rule.

Employees work hard and are passionate about what they do and why they do it. Staff can attest to feeling as though they are as much a part of the fun of being on vacation as the guests. With our unique activity program, abundant amenities, and outstanding nightly entertainment, your family, friends, and co-workers are guaranteed to be engaged, energized, and enthusiastic! 

GENERAL PURPOSE OF JOB
To assist sales managers and event coordinators in executing day to day responsibilities, while also selling and coordinating groups and events.
ESSENTIAL DUTIES AND RESPONSIBILITIES are outlined below, other duties not listed may be assigned.
General Key Responsibilities
Telephone contact with customers & potential customers.
Group bookings & follow up.
Direct contact with group leaders while here.
Conduct Site Tours (includes resort, groups, events and weddings)
Must be able to work independently and as part of a team
Available to work banquet and event functions.
Cross-training with other departments as needed
Represent Woodloch at trade shows, events and meetings
Process own communications including letters, agendas, contracts etc.
Greet groups at arrival including but not limited to school groups/corporate groups/senior groups/banquets/events/weddings.

RESPONSIBILITIES BROKEN DOWN BY DEPARTMENT:
Group Sales Support and Corporate Coordination
Answer all incoming calls to the call center in an efficient manner

Respond to guest email inquiries and provide any follow-up information as needed

Support all sales staff and assist with follow up of leads, answering general groups calls, editing agendas as needed

Effectively sell vacation packages and upsell amenities to guests; over the phone or in-person 

Assist guests with any pre-arrival questions and provide general information about the resort

Assist in booking meal reservations and special function reservations

Responsible for ensuring all guest information is correct in the database and all reservations are accurate

Manage guest preferences, waiting lists, and maximize accommodation inventory on assigned dates

In house coordinator for groups- Serve as an onsite contact for planners while groups are in house

Assist with event coordination

Review agendas for accuracy and possible conflicts.

Manage & Set-up of AV equipment

Coordinate meetings/breaks and handle sensitive information with confidentiality

Communicate with Corporate Services Manager regularly regarding groups on property and changes being made

Serve as a liaison between departments and corporate operations
Events
Coordinating weddings, banquets, and events
Responding to inquires through phone and email
Coordinating and conducting property tours for various special events.
Booking the events and working with the guests and other department to plan the event and items surrounding until the event date
Set up and maintain housing blocks
Setting up the event
Working the actual event, running ceremonies and working closely with other departments to ensure an event is a success while providing direction as needed
Complete all billing associated with the event
SCHEDULE REQUIREMENTS Must be flexible and willing to work long hours, nights and weekends.
QUALIFICATIONS to perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements 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.
EDUCATION and/or EXPERIENCE Prior experience in sales, events or hospitality preferred but not required- training provided
LANGUAGE SKILLS Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Excellent communication and interpersonal skills.
MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
REASONING ABILITY to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Strong organizational and time management skills.
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. Must be able to stand for long periods, walk and use hands regularly. Must be able to sit, bend or lift up to 25 pounds.
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. Working at this job, the employee encounters the slight risk of radiation because of working on the computer. They also experience noise at a moderate level.

Culture:

Woodloch takes pride in having exceptional staff with a great work culture in a beautiful setting (lake side!)

We promote teamwork and cooperation

We celebrate our staff with appreciation/holiday parties

Career development and advancement

Benefits:

Medical, Dental, and Vision for Full Time, Part Time and Seasonal employees

Company-paid Life insurance for Full-Time employees

Short Term Disabilities plans, Life and Pet insurance

401k with employer match

529 College Savings Plan

Generous Paid Time Off package, Paid Sick & Paid FMLA 

Flexible & Dependent Care Saving Account (FSA)

Complimentary birthday dollars

Employee Crisis Fund/ Benevolent Fund

Complimentary Day Passes

Free use of many facilities, sports complex discounts, golf discounts, wellness programs

Dozens of local employee retail discounts

**Full benefit details will be disclosed during new employee orientation**