Catering and Event Coordinator
About The Position
Reporting to Senior Sales Manager, Catering & Events, the Catering & Event Coordinator assists with the initial stages of event planning and is responsible for meeting, greeting and building relationships with clients and industry professionals. This position is responsible for creating Banquet Event Orders by working directly with client files and invoicing of events for the Catering & Events Department. The Coordinator works on events for 50 to 400 people. The Coordinator also works very closely with the Banquet Department and Culinary Department and other key departments that have a hand in catered events both on site and for off-site events.
Requirements
- Minimum of 2 years related experience in events, tourism or hospitality.
- Able to work independently and maintain a positive attitude within a very busy environment.
- Ability to make high quality guest decisions and to perform under pressure.
- Strong knowledge of Food and Beverage operations and Banquet Services.
- Strong time management and multitasking ability.
- Professional appearance and demeanor.
- Excellent communication, interpersonal and customer service skills.
- Proficiency in the use of standard spreadsheet, database and word processing software.
- Must have a valid Serving It Right certificate.
Nice To Haves
- Post-secondary diploma in event and/or hospitality management, tourism or a closely related area is preferred.
Responsibilities
- Conducting sight inspections and tours as required for prospective clients and representatives of the convention and hospitality industry.
- Fostering excellent relationships with prospective and current clients through professional communication using a variety of communication tools with emphasis on in-person events, on site visits and knowledge of Vancouver Aquarium, its offering and programs.
- Working closely with Clients to ensure all aspects are effectively delivered.
- Utilizing all relevant sales and marketing materials and assisting to ensure that all collateral is updated.
- Determining client needs and expectations and bringing together the appropriate internal team members to execute projects and events.
- Completing appropriate documentation to ensure a seamless handover to Banquets for executive of events.
- Processing of bookings through the property management system.
- Attending meetings and events of major importance throughout the organization.
- Answering inquiries and providing information about the venue to clients in a timely manner.
- Ensuring a timely execution of correspondence: email, sales kits, quotes, etc.
- Attending relevant tradeshows and networking events in the absence of Sales Manager.
- Hosting site inspections and FAMS for tour operations and DMOs.
- Adapting and maintaining event management software for its effective use at the Vancouver Aquarium.
- Following appropriate procedures for invoicing, collection and follow-up of payment.
- Participating in administrative duties as required.
- Managing and updating Event Sheets, Event Debtors, Event Clearance, excel sheets.
- Maintaining clear and organized event files for each contracted event.
- Continually improving our impact on the environment and greening of operations through support of EMS protocols.
- Maintaining and supporting organizational safety standards.
- Abiding by all organizational policies and procedures.
- Performing other duties of a similar nature or level.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
