Catering & Conference Services Coordinator (Full Time)

Provide administrative support to Catering and Conference Services Managers by ensuring the successful organization and management of all Catering and Group business.

• Develop and maintain all filing systems within the department
• Distribute Banquet Event orders (BEO’s) in a timely and efficient manner
• Ensure that all information is correctly loaded in Delphi
• Maintain complete knowledge of hotel services, features, hours of operation and daily events
• Run daily, weekly and monthly reports as needed
• Assist Catering and CS Managers in all activities, including, but not limited to; BEO creation, group resume creation, client services, amenity forms, room inspections and reservations, restaurant and spa reservations, merging of documents, …
• Provide general information: address guests' questions regarding hotel services and policies.
• Answer the telephone and direct calls/messages to appropriate personnel or guests. Follows up on minor customer problems.
• Retrieve and distribute departmental mail
• Make photocopies and process as specified
• Process all changes to BEO’s and complete BEO change log as needed
• Insert banquet check numbers into Delphi
• Assist managers in calling clients for their function guarantees
• Attend designated meetings, take minutes, transcribe and distribute
• Answer telephone inquiries
• Assist managers in calling vendors for specified items
• Continually audit and review office management and administration systems, implementing improvements where necessary and keeping the office appropriately stocked with supplies at all times
• Comply with any other reasonable tasks requested by management and any reasonable request made by a guest
• Ensure and maintain security and confidentiality of information relating to guest/employee data held within the hotel. Re-direct “press calls” at all times to the correct personnel and do not disclose any data to outside sources

Additional Duties & Responsibilities:

• Perform all duties in a safe manner, observing all safety procedures and report all accidents and injuries in a timely manner
• Be responsible for the cleanliness of the immediate work area as well as the general property
• Be attentive to any objects, conditions, or actions that may risk accidents and/or injuries to a guest or fellow employee. Report all unsafe conditions
• Jewelry is prohibited except for wedding rings and watches and approved earrings for female employees. Male employees may not wear earrings while on duty
• Do not sleep on duty
• Must subscribe to proper grooming, dress, and uniform standards as set forth by Company policy
• Be courteous to all guests and fellow associates
• Maintain behavior consistent with sexual harassment/hostile work environment policy as dictated in the Employee Handbook
• Communicate effectively with peers, management, line and front of the house employees
• Practice effective listening: (seek to understand)
• Performs related duties as required

• Typing 50-60 wpm and strong computer skills required. Salesforce experience preferred.
• Pleasant disposition and professional appearance.
• Strong communication skills, accurate cash handling and appointment making skills; ability to multitask
• High School education or equivalent.
• Strong Computer Skills required.
• Must be able to speak, comprehend, read, and write English
• Must have strong customer service skills
• Must have ability to implement and uphold service standards
• Must have ability to prioritize and organize work assignments
• Must have ability to interact with all associates and resort guests
• Must be able to effectively handle stressful, high-pressure situations
• Must be able to exert up to 50 pounds of force occasionally and able to constantly lift, carry, pull or push up to 20 pounds of force
• Must be able to stand or walk for long periods of time