Catering & Convention Services Coordinator

OVERVIEW:

To handle all administrative duties as required by the Catering & Conference Services Department.

ESSENTIAL JOB FUNCTIONS:

• Answers incoming telephone calls for the Catering and Conference Services Department and responds to client inquiries by identifying needs, specifications, and the next appropriate steps.
• Processes incoming correspondence and prepares outgoing correspondence, communications, and other materials as directed.
• Maintains organized and accurate departmental filing systems, records, and documentation.
• Manages rooms-only blocks and small groups.
• Manages daily office duties, including event signage, Banquet Labels and Menus, Door Cards, BEO Change Log, and Daily Event Reports.
• Assists with Pre-Planning Meeting Agendas and Packets, Pre-Conference Meeting Welcome Packets, and Thank-You Letters.
• Establishes rapport with assigned Catering and/or Conference Services Manager(s) and client(s) and functions as their liaison during the execution of events. 
• Manages all in-house meeting requests.
• Assists with creating and adjusting Banquet Event Orders (BEO’s) and Diagrams.
• Attends BEO and Resume meetings weekly and communicates pertinent changes or client requests to appropriate departments.
• Works with assigned Catering and/or Conference Manager to ensure that all functions are "tied down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc).
• Greets and assists clients, planners, and vendors with on-site support, serving as a welcoming and knowledgeable point of contact. Responds to guest and meeting planner needs in a timely fashion.
• Inspects food and beverage displays and event setups to ensure they match approved diagrams, BEOs, and client specifications and communicates discrepancies to the appropriate operational team for resolution.
• Owns special projects and other tasks as assigned.

QUALIFICATIONS:

• Previous catering, event management, conference/convention services, or sales support experience in a hotel, preferred. Other relevant event, meeting planning, or hotel operations experience will be considered.
• High school education required; college degree preferred.  
• Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management, and co-workers, in person, by email, and by telephone.
• Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies. Delphi experience is strongly preferred.
• Ability to work cohesively with co-workers both within and outside of your department.
• Ability to think clearly, quickly, and make concise decisions.
• Ability to work well under pressure, dealing with many guest requests/questions within a short period of time
• Strong organizational skills with the ability to prioritize and multi-task in a fast-paced environment. Ability to prioritize and organize workload to ensure deadlines are met. 
• Ability to handle stressful situations while maintaining a calm and welcoming demeanor.
• Customer service oriented with a desire to create memorable guest experiences.
• Ability to use various office equipment, including but not limited to calculators, photocopiers, and computers. 
• Position requires the ability to sit and perform repetitive motions, including using a telephone/computer for extended periods or an entire shift.   
• Maintain a professional business appearance, attitude, and performance.
• Must be able to work a variety of shifts, including nights, weekends, and holidays.