Catering and Conference Services Coordinator

Omni Hotels & Spas • Paradise Valley, AZ

4d • Onsite

About The Position

The Catering & Conference Services Coordinator provides administrative support to the Catering & Conference Services team to ensure the successful planning and execution of group meetings, conferences, weddings, and special events. This role involves supporting the department in various administrative and operational tasks, coordinating event details, preparing documentation, and serving as a point of contact for clients. The coordinator will also assist in servicing internal and external events, managing communications between departments, and maintaining accurate event records.

Requirements

• Working knowledge of Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Provide administrative and operational support to the Catering Sales and Catering & Conference Services Department to ensure the successful planning and execution of group meetings, conferences, weddings, and special events.
• Coordinate the turnover process from Catering Sales to Catering Services by organizing contracts, event details, and client documentation.
• Prepare, distribute, and maintain event documentation, including Banquet Event Orders (BEOs), Group Resumes, Diagrams, Estimates, Deposit Schedules, and other event-related correspondence.
• Serve as a point of contact for clients prior to manager assignment, responding promptly to inquiries and providing exceptional customer service.
• Assist in coordinating client site inspections, planning meetings, pre-convention meetings, tastings, and conference calls.
• Assist the Catering & Conference Services team with servicing rooms-only groups, small group meetings, and catering-only events by coordinating event details, preparing documentation, communicating with clients and internal departments, and ensuring a seamless planning and execution process.
• Coordinate and service all internal hotel meetings and events, including gathering event requirements, preparing event documentation, communicating with internal departments, and ensuring successful execution.
• Coordinate VIP amenities and special guest accommodations.
• Communicate event details and changes effectively with internal departments, including Banquets, Culinary, Front Office, Housekeeping, Engineering, Audio Visual, Security, Spa, Recreation, and Accounting.
• Coordinate menu updates and revisions, ensuring consistency between banquet menus, event documentation, and hotel systems.
• Assist Catering & Conference Service Managers with event planning, menu preparation, room setup coordination, and event logistics.
• Ensure all event documentation is accurate, complete, and distributed according to departmental timelines.
• Maintain inventory of office supplies.
• Ensure Omni Select Guest points are accurately processed and awarded for eligible meetings and events in accordance with program guidelines and hotel procedures.
• Prepare reports, forecasts, agendas, meeting minutes, and other administrative documents as requested.
• Coordinate department calendars, meeting schedules, and internal communications.
• Provide administrative support for department meetings, including preparing agendas, taking minutes, and tracking follow-up items.
• Maintain confidentiality of client, financial, and hotel information.
• Build positive working relationships with clients, vendors, and hotel associates while consistently delivering exceptional guest service.
• Perform other duties as assigned to support the overall success of the Catering & Conference Services Department.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed