Catering and Events Coordinator

Ocean House Collection•Westerly, RI

2d•Onsite

About The Position

The Ocean House Collection includes 3 luxury properties: The Ocean House (a Forbes 5-Star property with 49 luxury guest rooms and 20 signature suites), The Cottage Collection (10 privately owned vacation homes), and The Ocean & Harvest Spa (a 12,000 square foot Forbes Travel Guide 5 Star rated full-service health wellness spa with over 10,000 square feet of indoor and outdoor meeting space and up to 8 unique dining options). The Weekapaug Inn offers quintessentially New England accommodations with 31 unique guest rooms and 4 two-bedroom signature suites, featuring farm-to-table dining and inspired amenities. The Watch Hill Inn, established in 1845, features 21 suite-style accommodations with chic, minimalist decor and cutting-edge technology, offering unrestricted access to dining, amenities, and resort activities at both Ocean House and Weekapaug Inn.

Requirements

Ability to handle multiple, simultaneous, and complex tasks and projects effectively and efficiently
Information research, analysis, and evaluation skills
Advanced verbal and written communication skills and the ability to work with a wide range of constituencies in a diverse operation
Excellent knowledge of the principles, philosophy, and practices of recreation administration (e.g., program planning, leadership, risk management, budgeting, marketing & public relations)
Understanding of the recreation needs and interests of the community and the ability to meet such needs with innovative programs and services that promote participation in healthy and enjoyable recreation experiences
The ability to plan, promote and evaluate recreation services for the community
The ability to establish and maintain effective working relationships with staff, Citizen Action Committee, special interest groups, agencies, and individuals
The ability to communicate effectively orally and written
College degree or equivalent work experience
Advanced verbal and written communication skills in English and the ability to work with a wide range of constituencies in a diverse operation
Ability to perform job functions with attention to detail, speed and accuracy under pressure of tense/confrontational situations
Uphold the Company standards, policies, and procedures
Prioritize and organize tasks and work area
Ability to remain calm and resolve problems using good judgment
Follow directions
Work cohesively with co-workers as part of a team
Maintain confidentiality of guest/employee information and pertinent hotel data

Nice To Haves

1-year previous luxury hotel operations experience preferred

Responsibilities

Supporting team members
Managing all incoming calls and leads
Preparing proposals, estimates, contracts, and collateral
Ensuring client communication and documents meet hotel standards
Assisting with in-house resort events
Assisting with membership communications
Coordinating entertainment, music, and décor
Contributing to the monthly Resort Activity Calendar
Assisting catering leaders with day-to-day duties and tasks
Answering all incoming telephone calls for Catering and appropriately responding to inquiries in a timely manner, ensuring same-day response and acknowledgment
Qualifying and documenting incoming Catering leads and providing necessary information to begin the sales process
Creating proposals, estimates, and contracts for assigned leads, ensuring all documents are error-free and follow hotel standards
Overseeing and coordinating all details for in-house resort events
Assisting with Membership communication including emailing, phone calls, eblasts, billing, applications, and membership packets
Compiling requested collateral and packaging and sending out information expeditiously
Creating Catering Contracts and processing incoming Contracts along with distributing necessary information to affected departments
Assisting in the publication of the monthly Resort Activity Calendar, ensuring all in-house events are included
Booking all music and entertainment programming for Resort venues, handling arrangements for travel, housing, and contract negotiations for entertainers
Working in conjunction with the Resort florist on weekly, monthly, and holiday decorations
Assisting with the creation of Banquet Event Orders and their distribution to appropriate departments
Assisting with the creation of Group Summary Reports and their distribution to appropriate departments
Reviewing the Final Billing with Accounting for accuracy before sending the final bill to clients
Assisting and monitoring the protection of space being held for events and ensuring space is cleared when not needed to maximize use of all function and event space
Assisting with Site Tours for potential clients as well as clients on property reviewing space for upcoming programs and events
Assisting with the creation of necessary reports needed weekly by the Director of Sales & Marketing
Assisting with all other Catering needs as deemed necessary by the Director of Food & Beverage, the Director of Catering & Events, or Senior Management