Catering and Conference Services Coordinator
About The Position
Omni Scottsdale Resort & Spa at Montelucia is seeking a Catering and Conference Services Coordinator to provide administrative support to the Catering & Conference Services team. This role is crucial for the successful planning and execution of group meetings, conferences, weddings, and special events. The resort, inspired by Moroccan and Spanish heritage, offers a luxurious experience with 293 guest rooms, award-winning dining, and a unique Hammam spa. Omni Hotels & Resorts is committed to fostering a culture of warmth, respect, and growth, empowering associates to deliver exceptional service and create memorable guest moments.
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.
- 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.
- Coordinate and service all internal hotel meetings and events.
- 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.
- 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.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
