Catering and Conference Services Coordinator

Wheeling Park Commission•Wheeling, WV

10d

About The Position

Has direct responsibility for all housing, food & beverage and function room planning with the customer, fulfilling the commitments of the sales contract, arranging the physical aspects of the conference/event, assisting and often times making arrangements for the client with speakers, entertainers, local attractions, but with continuous cross-selling other revenue producing entities within the lodge as well as the entire resort. All communication is then detailed on a worksheet to all departments involved. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Responds and sells to all telephone, email, and walk-in inquiries as available and assigned. Conducts site visits with guest as needed in planning. Prepares Catering Event Orders for all events, as well as proposals or contract as required. Follows up on all function details with Banquet Managers, Executive Chef, F&B Director, Dir of Sales & Catering, and other Lodge Management or vendors. Stays current with the Delphi computer system maintaining account data and traces up-to-date. The following is a basic outline of expected work for an account 90 days prior to arrival. This timeline is condensed for groups contracting with us less than 90 days from the event. Ninety days prior to group check-in each group without a deposit or letter of guarantee must be contacted regarding the status of the booking and a disposition made with approval of the director of sales. Thirty days prior to check-in, meeting with or phone the client and compile all the detailed information, reference the physical arrangements food & beverage selections, activities within the park, activities outside the park; place in chronological order and prepare a work order, sending a copy with a cover letter to the customer for approval. Twenty days prior to check-in, converse with the customer and make any changes on the order, retype the correction, make the necessary work order copies for all departments and the customer with appropriate memos to staff and/or outside activities. Two days prior to check-in, converse with the customer and take all meal counts and meeting count changes, as well as any other changes the customer wishes to be made, and compile a "change order form" for all departments. Meet with convention services, food and beverage to review the entire work sheet, as well as pertinent information and/or concerns about the account or the individual our service team will be working with during the conference. Maintaining line of communication between client and the servicing personnel who will cater to their needs while in-house. Follow up with guest after their event to confirm the event took place as promised and to thank for business. Position is required to work a varied schedule that may include evenings, nights, holidays and weekends. Complete appropriate trainings listed on the human resources Training Matrix. Adhere to Wheeling Park Commission’s safety rules and policy; refer any and all safety concerns to department manager, safety committee or human resources. Interact with the public with a cheerful and positive attitude, solve guest problems and complaints in a proper manner, and maintain harmonious working relationships with fellow employees.

Requirements

One year certificate from college or technical school; or one to three years related experience and/or training; or equivalent combination of education and experience.

Responsibilities

Has direct responsibility for all housing, food & beverage and function room planning with the customer
Fulfilling the commitments of the sales contract
Arranging the physical aspects of the conference/event
Assisting and often times making arrangements for the client with speakers, entertainers, local attractions, but with continuous cross-selling other revenue producing entities within the lodge as well as the entire resort
Responds and sells to all telephone, email, and walk-in inquiries as available and assigned.
Conducts site visits with guest as needed in planning.
Prepares Catering Event Orders for all events, as well as proposals or contract as required.
Follows up on all function details with Banquet Managers, Executive Chef, F&B Director, Dir of Sales & Catering, and other Lodge Management or vendors.
Stays current with the Delphi computer system maintaining account data and traces up-to-date.
Maintaining line of communication between client and the servicing personnel who will cater to their needs while in-house.
Follow up with guest after their event to confirm the event took place as promised and to thank for business.
Complete appropriate trainings listed on the human resources Training Matrix.
Adhere to Wheeling Park Commission’s safety rules and policy; refer any and all safety concerns to department manager, safety committee or human resources.
Interact with the public with a cheerful and positive attitude, solve guest problems and complaints in a proper manner, and maintain harmonious working relationships with fellow employees.