Sales & Administrative Coordinator

El Encanto, A Belmond Hotel, has been meticulously restored to capture all the romance and glamour that endeared it to both the local Santa Barbara community and visitors alike. Ninety-two quintessential, California-styled suites and bungalows, terraced grounds featuring seven-acres of gloriously landscaped gardens with sweeping views of Santa Barbara and the Pacific Ocean. Original architectural features have been lovingly restored, including the historic, trellis-lined Arbor and Lily Pond. Modern additions to the expansive outdoor zero-edge pool and a new beautifully appointed boutique spa enhance the journey for today’s luxury-seeking guest. With our vast offerings, the opportunities to craft a unique career here are endless. Join us and achieve the truly exceptional.

We are seeking a dynamic coordinator to be responsible for administratively supporting the Director of Sales and Marketing, Sales and Marketing Teams, General Manager, and the Belmond Global Sales people as requested. Support the Transient Director of Sales with Travel Agent inquiries, supporting the Marketing Manager with projects and activations, supporting the Director of Sales and Marketing and General Manager with projects like processing gift certificates, handling VIP needs, supporting the Leisure Group Sales Manager on property and the Global Sales Managers by checking function space and issuing contracts and being the liaison between the our Global sellers and El Encanto, handling a myriad of tasks listed below, but also any additional work asked of you by all El Encanto hotel team members.As a Guest Service Agent at El Encanto, a Belmond Hotel, you are part of a team that enhances guest experiences through personalized handling of reservation requests. In this role, you will unlock the art of crafting a pre-arrival journey for each guest. If you’re looking to develop your skills and be part of the future of luxury, this is your moment.

MAIN DUTIES AND RESPONSIBILITIES:

• Respond to inquiries, quote rates, manage comp requests, or travel agent discounts by phone and email process accordingly.
• Create detailed reservations in our Property Management System and send and confirmations to clients and Agents.
• Make VIP site visit reservations with a high level of detail to include room block, amenity, client profile, preview room on day of arrival and distribute corresponding site alerts as directed by each team member.
• Conduct site inspections on behalf of Sales and Marketing Managers, as needed.
• Perform Travel Agent / Consortia / Wholesaler amenity processing.
• Making reservations, noting the proper routing for billing on each reservation and for the group and entering rooming lists
• Handle requests for third party billing, commission inquiries, and proformas.
• Make all Sales entertainment meal reservations and S & P form given to the restaurant.
• Book / arrange Media stays, assists with site tours, liaison to depts for packages booked and activations created.
• Prepare and update media/VIP site alerts profiles and calendars alerting the property team when necessary.
• Organize all pre-arrival details of FAM Trips and execute FAM Resume as directed by each team member. • Manage all sales collateral inventory and client gift items. Notify DOSM when inventory needs replenishing
• Assist with providing property tours as necessary for media guests, VIP guests, etc oversee special amenities, agenda preparation, reservation and detailing for press trips, Belmond Executives visits, etc.
• Liaise with the PR team and Marketing & Communications Manager regarding reservation details.
• Assist Marketing with planning and internal coordination of photo shoots.
• Inform and communicate with all internal departments when executing an internal event.
• Assist with creating new and updating existing promotional materials/collateral by working with 3rd party graphic design agencies and approve all pieces with the Marketing manager.
• Assist Marketing with updating F&B outlet menus.
• In charge of updating all 3rd party website listings of our F&B menus through Single Platform.
• Assist with reordering/ordering new and already updated collateral.
• Work with the marketing team to coordinate day to day activities that lead to the completion of projects and tasks.
• Processing invoices in Workday and to the accounting team.
• Follow-up on outstanding invoices for program participation and suppliers, code properly, and process in Workday.
• Ensure that all invoices are paid on time.
• Attend meetings and take notes, as necessary.
• Assist the General Manager and Director of Sales and Marketing with projects
• Assist in sending emails and mailing letters
• Keep Sales and Executive office clean, orderly and all supplie