Meetings & Events Coordinator

SUMMARY 

The Meetings & Catering Coordinator will provide support to the Catering Department by giving strategic administrative support to the Director of Meetings & Events and Meetings & Events Sales Managers.  This role will contribute to the organization as an active business partner that is responsible for supporting the company's goals, objectives, vision, mission, and values.

ESSENTIAL FUNCTIONS

Major areas of responsibility/ management include, but are not limited to:

• Create a welcoming environment for guests and associates.  Receive initial inquiries, provide preliminary catering information, forward qualified leads to catering manager for appointments or follow-up. Answer questions and concerns; follow through either to resolution or refer to the appropriate manager.

• For all events 10 guests and under the catering coordinator will take full responsibility for arranging these events. They will create contracts and deposit schedules, organize BEOS, as well as oversee the execution of the event. They will be the main contact for the host of the event to refer to with any question pertaining to the planning of their event.

• Assist managers in scheduling appointments, meetings and coordinating rentals and specialty items for events as required. Conducts client site inspections, tastings and potential client entertainment.

• Create and assist with all Internal booking reports.

• Produce & distribute as directed contracts, BEO, resumes & related Catering paperwork, menus and correspondence.

QUALIFICATIONS 

• High school or equivalent education required 

• Minimum of 1 year of Banquet service experience, Events service experience or Sales administrative experience

• Minimum 2 -3 years of customer service experience in a hotel, events or restaurant environment

• Working knowledge of Spirits, Wine, and Dining

• Possess basic math skills and have the ability to accurately handle billing

• Ability to communicate clearly and speak, read, write and understand English eloquently

• Luxury hotel experience strongly preferred

• Bachelor’s Degree

• Delphi experience

• Advanced skills in Word, Excel, PowerPoint, and Outlook; daily use of nearly all programs will occur

PHYSICAL REQUIREMENTS 

Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems. Must be able to bend, stoop, squat and stretch to fulfill cleaning and filing tasks. Must be able to exert well-paced ability in limited space. Must be able to lift up to 15 lbs. on a regular and continuing basis. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity. Talking and hearing occur continuously in the process of communicating with guests, supervisors and other employees. Vision occurs continuously with the most common visual functions being those of near vision and depth perception. Requires manual dexterity to use and operate all necessary equipment. Must have finger dexterity to be able to operate office equipment such as computers, printers, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.