Pyramid Hotel Group

  • Sales & Catering Coordinator

    Hotel/Resort Name Hilton Garden Inn Seattle Downtown
    Posted Date 1 month ago(10/23/2019 3:50 PM)
    Location : Company Name
    Pyramid Hotel Group
    Position Type
    Regular Full-Time
    # of Openings
    Requisition ID
  • About Us

    Located on the southern tip of Lake Union, the Hilton Garden Inn Seattle Downtown hotel is perfectly located for business and employment opportunities. Our proximity to Lake Union allows visitors to take in some of the Pacific Northwest's majestic scenery and enjoy outdoor activities like kayaking and sailing. An ideal venue for business, corporate and social events up to 125 people, our hotel has over 2,000 sq. ft. of versatile space and a complimentary business center. State-of-the-art A/V technology and our helpful staff will guarantee your conference, cocktail reception or wedding is a success.  Tastefully decorated and flooded with natural light, each of our 222 guest rooms and suites offer everything you need to relax and stay productive. Unwind in the bar, and enjoy American cuisine for breakfast, lunch and dinner in our restaurant.

    Find out today what a career with Pyramid Hotel Group at the Hilton Garden Inn Seattle Downtown can mean for you!



    Act as an extension of designated departments by meeting and greeting visitors, answering and forwarding telephone calls and providing administrative support. Responsible for augmenting hotel and departmental recognition and reputation by providing exceptional customer service for guests, visitors and callers. Qualify Sales and Catering Leads, support our Sales Department.




    Support the Sales Managers in their sales efforts, including and not restricted to: 

    • Generate Knowland/Insight business intelligence reports for prospective calls
    • Generate Banquet Event Orders (BEOs) for in-house catering and group events
    • Communicate with clients in order to execute client’s event requirements
    • Book and Execute all aspects of catering booking for small/limited requirement catering events, to include creating BEO/contract, getting payment per PHG procedures, verbal and email communication with client(s) throughout the sales and execution process. (Sales aspects of the position is subject to review based on applicant qualifications).
    • Create and maintain group blocks/inventory in R&I system as well as enter in rooming lists.
    • Take reservation calls for corporate accounts and some groups making new reservations as well as changes to existing reservations in OnQ system.
    • Prepare and distribute group resumes.
    • Setup house account and post charges for Catering/Banquet events.
    • Ensure deposits and final payments are Groups & Catering events are collected per Contract and/or 3 days prior to arrival/event.
    • Maintain positive guest relations at all times.
    • Address initial guest complaints and pass on relevant information to the assigned manager, ensuring guest satisfaction.
    • Monitor and maintain cleanliness, sanitation and organization of assigned work areas.      
    • Answer telephone sales inquiries in a timely and courteous manner. Request sufficient information from the caller to be able to forward the call to the appropriate person.
    • Meet and greet all visitors in a pleasant, courteous and professional manner. Responsible for immediate acknowledgement of the visitor, identifying who the visitor wishes to see, and notifying that individual immediately.
    • Establish and maintain filing procedures.
    • Record, make copies, and drop all check payments made to the hotel.
    • Create breakfast coupons for groups if included in contract per Pyramid SOP and communicate information to Restaurant, Front Desk, and Accounting.
    • Prepare and send faxes; receive and distribute faxes to appropriate personnel. Make photocopies when necessary.
    • Log and maintain tracking sheets for Gift Certificates and Group Commission owed per contracts.
    • Maintain Sales Department office supplies, order supplies as needed (but within budget). Purchase order to be submitted to DOSM for approval prior to placing order.
    • Maintain confidentiality and security of specified hotel information, correspondence, reports and files.
    • Prepare and distribute group resumes
    • Process Hilton HHonors points for event planners
    • Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.


    Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.


    Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings as required.


    Upon job offer employees are required to do drug testing and background check.




    In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel.


    • Application of advanced computer literacy to create and merge form documents, create mailing lists and labels as well as the utilization of various software packages, including Account Management software, Microsoft Word, Lotus, and Excel.
    • Operation of numerous business machines to include Facsimile, 10-Key calculator, and various copiers and printers.
    • Provide additional administrative assistance as directed.




    The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities.


    • Must be able to speak, read, write and understand the primary language(s) used in the workplace.
    • Must be able to read and write to facilitate the communication process.  
    • Requires good communication skills, both verbal and written.
    • Must possess basic computational ability.  
    • Must possess basic computer skills, including Word, Lotus, Excel, and Account Management software.
    • Must have excellent interpersonal and sales-related skills.
    • Must have exceptional organizational skills.
    • Must be able to handle multiple tasks and projects daily.
    • Must be able to accurately type at least 50 words per minute.
    • Must be able to work independently with little or no supervision.



    High school or equivalent education required.



    Prior administrative/receptionist experience required. Prior hospitality experience preferred. Hilton OnQ and Sales Pro experience a plus.


    Licenses or Certificates

    Not applicable.



    All employees must maintain a neat, clean and well-groomed appearance per Pyramid Hotel Groups standards.


    This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.


    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed