Catering Event Coordinator

The Event Coordinator supports the Catering Sales and Convention Services team by performing administrative duties.

REPORTS TO:       Director of Catering or Event Managers

Minimum Requirements:       This position requires proficiency with Microsoft Word, Excel, Outlook and PowerPoint.  Prefer previous LIghtSpeed and CI/TY experience.  Previous customer service experience required.  Minimum 1 year of hotel experience or hospitality degree preferred. 

ESSENTIAL JOB FUNCTIONS:

• Track and coordinate activities of the department with Director.


• Responsible for tracking and maintaining inventory of office supplies.


• Coordinate planning of member, social and corporate events for groups of 25 persons and fewer, acting as a liaison between members and staff.


• Attend weekly department and BEO meetings to discuss upcoming programs with Department Heads and other staff.


• Lead clients through all aspects of event planning resulting in a complete, detailed program.


• Book in house meetings for department supervisors as requested.


• Perform tasks as requested by Event Managers (amenity forms, pre-con packets, walking BEO changes, etc).


• Perform mail-out duties such as thank you letters, comment letters, re-booking, reminders, etc.


• Issue department reports, including daily change logs and BEOs as needed. Issue weekly group coversheets and 11 day events reports.


• Run CITY reports and act as system specialist for EM Department.


• Proof all typing projects for accuracy of spelling and grammar before issuing.


• Complete assignments as needed for Director of Catering & Convention Services.


• Maintain daily reader boards for group events.


• Maintain filing system.


• Provide phone coverage for Event Managers/Catering Sales Managers as needed


• Maintain notes from weekly Event Department meeting.


• Distribute weekly schedule


• Supports and organize departmental stand up meeting.


• Meet all internal deadlines for completion of paperwork


• Maintain professional composure in high stress situations in order to make last minute changes, and develop strong and concise written and oral communication with other departments