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Conference Sales-Services Coordinator

Williamsburg Lodge

310 South England Street

Williamsburg, VA 23185

Hotel with 323 Rooms
Managed By Crescent Hotels & Resorts

Current Job Openings

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Description

Who We Are

Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation.

Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 89 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, The Bob and Marion Wilson Teacher Institute, and a renowned research library, the John D Rockefeller Jr Library.

Additionally, Colonial Williamsburg is home to five world class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on site restaurants and taverns that blend a historically inspired dining experience with today’s evolved tastes. Each year over 5 million people visit Williamsburg and another 20 million engage with us digitally.

About the Position

The Conference Sales Services Coordinator provides administrative support to the Conference Services department. Responsibilities include but are not limited to: Outlook calendar maintenance, copying, filing, faxing, answering telephones, preparing contracts, checking requests, completing expense reports, writing letters, memos, presentations, proposals, quotes, travel arrangements/itineraries and other miscellaneous correspondence and reports. Provide administrative support to 2-3 managers and coverage for other Conference Coordinators as required due to staffing levels. Perform other administrative duties as assigned.

Main Duties:

Responsibilities include but are not limited to:

  • Provide timely follow-up to calls, emails and other correspondence to ensure seamless Guest Service.
  • Answer phones and gather information on incoming sales leads, including assisting clients/guests with inquiries in booking a conference with Colonial Williamsburg Hotels and answering any questions where possible.
  • Assist Conference Sales and Service Managers with correspondence involving sales contracts, proposals, VIP site alert forms and other forms/reports as necessary.
  • Coordinate with other departments to reserve Historic Area resources, golf, spa, dining, etc.; assist with preparing collateral for tradeshows/conferences/sales trips.
  • Prepare Banquet Event Orders and Resume/Agendas as needed.
  • Prepare welcome amenities for group PICs.
  • Assist with preparation and execution of customer events both on and off site.
  • Set up and maintain filing systems, including correspondence, accounting reports, sales/services accounts, solicitation files, trace files, and group histories.
  • Maintain follow-up procedures of all pending matters such as trace files; updating golf, tavern and other dining, spa reservations and revolutionary events; return and track confidential materials, etc.
  • Research information from a wide variety of sources for use by others in answering correspondence, preparing reports, conducting meetings, etc.
  • Prepare special summarizations and compilations as required.
  • Ensure accuracy of all correspondence to include typing, grammar, punctuation, syntax, and spelling.
  • Assist with ensuring the office follows the PCI compliance policies as set forth by accounting department.
  • Takes initiative to assist in overcoming internal and external procedural challenges by offering solutions that ultimately lead to client satisfaction.

    This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor

    Standards Act (FLSA). This position may be subject to overtime during high peak times, etc. as

    directed and approved by the supervisor.

    This job description reflects the general responsibilities of the position and is not intended to be an

    exhaustive list. Duties and responsibilities may evolve over time based on operational needs.

    Required Education and Experience:

  • High school diploma or equivalent
  • Minimum 2-years related experience.

    Preferred Qualifications:

  • Experience with OpenTable (dining reservations); Ticketing/Historic Area Event software (currently RTP) and/or other software applications used by CWC-HG.

    Key Skills / Competencies:

  • Demonstrated computer proficiency with Microsoft Office including Word, Excel, Outlook, PowerPoint, etc.
  • Demonstrated strong verbal and written communication skills, including proper grammar usage.
  • Excellent proficiency in proofreading.
  • Demonstrated self-starter with strong organizational skills including attention to detail and follow-through.
  • Demonstrated strong guest service and telephone etiquette skills.
  • Demonstrated problem solving and decision-making skills.
  • Demonstrated ability to prioritize and handle multiple projects.
  • Ability to consistently work a 40-hour week, Monday through Friday.
  • Ability to work in a team-environment as well as independently; establish and maintain effective work relationships; interact effectively with others; adapt to changing work priorities; understand and follow instructions.
  • Ability to handle a large volume of incoming client telephone calls.
  • Ability to utilize the sales/catering system; use OpenTable (dining reservations); Ticketing/Historic Area Event software (currently RTP) and other software applications used by CWC-HG as required.

    Physical and Environmental Demands:

    Prolonged periods of sitting at a desk and working on a computer.

    Typical Work Schedule:

    Monday thru Friday 8:30AM-5PM with the occasional weekend day needed

    Equal Opportunity Employer

    This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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    Williamsburg Lodge

    Hotel with 323 Rooms

    Immerse yourself in the charm and history of Colonial Williamsburg at Williamsburg Lodge, Autograph Collection. Situated in the heart of the historic district, our hotel blends Southern elegance with modern comforts for a homelike feel. Drawing from the time of Colonial Williamsburg, our accommodations offer Chippendale fretwork and unique furnishings. This 18th-century style blends harmoniously with modern amenities including complimentary high-speed Wi-Fi, mini-refrigerators, and flat-panel TVs with premium movie channels. 

    We are just minutes from historic tours and exhibits of Colonial Williamsburg, Jamestown, Yorktown and Busch Gardens. We hope to welcome you to Colonial Williamsburg very soon