Coordinator | Conference Services & Catering Sales (Full-Time)

Purpose:To handle allAdministrative duties as required by theCS/CateringDepartment.

EssentialFunctions

• Responds to telephone inquiries bydetermining client's needs and specifications for referral to theappropriate Manager (CS and Catering calls, but not limited toassisting other coordinator/manager’s phone lines)
• Establishes rapport with clients and functions as Manager’s liaison.
• Extensive administrative duties and responsibilities; communication and distribution of daily/weekly/monthly reports and correspondence to Catering Sales, Conference Services, Banquets and Culinary operation procedures, handling confidential material and information
• Ensures that all filing systems aremaintained according tospec's (Local, Hard/soft Copies and Audits).
• Maintain inventory of office supplies and surrounding area for Catering & CS Department, including ordering, coding andBirch street
• Coordinate all event arrangements with Director of Catering & Eventsincluding:reservations transportation, amenities, vendors, in-house meetings and events for VIPs, Corporate and Ownership visits.
• Process all Director of Catering & Events incoming correspondence
• Arrange appointments for Director of Catering Events as well as Catering/CS Managers
• Run and distributeDelphi Reports; such as11-day and DailyEvent for Catering and Convention Services and hotel as well as,Tentative and Prospect Report for Catering Managers – and as need reports for Director of Catering and Events
• Assist inqualifying Catering inquiries (Walk-In,Phone andemail) bydetermining client's needs and specifications for referral to Catering Sale Managers 
• Maintain Delphiin Catering Department by entering all leads, prepare proposals and update status of booking 
• Run weekly prospect report for Catering Sales Managers
• Maintain Delphi in CS Department with turnover assignments and update status of booking
• Prepare In-House/Internal Banquet Event Orders and diagrams, as needed.
• Detail and execute Courtesy Room Blocks, coordinate BEOs & Resumes
• Maintain Resumes for upcoming meetings, VIP guests,meetings and events, etc.
• Assist with BEO Distribution
• Assist in Billing needssuch as entering Permanent Account Numbers, Estimates and Bill Reviews( As needed)
• Perform otherduties as assigned by management.

Hotel Specific Essential Functions:

• Assist Managers byadvising Vendor guidelines of Ford Center & Hotel Loading Dock andpackages

 Tools and Equipment:

• Computer andprinter, telephone, pen/pencil, photo-copying machine,file folders, filing cabinet, facsimile machine/ e- fax, laminator 

• Knowledge of:MicrosoftOffice,Opera,Birchstreet,GoCon,Delphi, Meeting Matrix/Social,Table, ALICE, Medallia( Guest and Group) and any other software usedon a daily basis.

Working Environment:

• Interior of hotel, in normal office conditions.
• Interior of hotel, Meeting & Event Space (interior and exterior
• Exterior of hotel with exposure to weather conditions