Catering & Conference Services Coordinator

Azul Hospitality•Paso Robles, CA

6d•$25 - $25•Onsite

About The Position

The Catering & Conference Services Coordinator is responsible for all administrative duties as required to support the efforts of the Sales & Catering departments. The Catering & Conference Services Coordinator helps to ensure that each client, or prospective client, is given professional, accurate and timely information.

Requirements

Proficient computer skills are required: Delphi, PEP, , Cvent, Microsoft Office, Excel, Word, etc.
Must have excellent written and oral communication skills in fluent written and spoken English
Previous reservation experience in both group and leisure segment
Must have proven customer service ability, including handling complaints
Experience in a sales environment is required
Hospitality experience required, preferably in a lifestyle setting
Four year college or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience required.
Must be able to speak, read, write, and understand the primary language used in the workplace.
Requires good communication skills, verbal, written and electronic.
Considerable knowledge of complex mathematical calculations and computer programs.
Must have excellent leadership capability and customer relations skills.
Must be detail oriented with outstanding organizational and communication skills.
Must possess intermediate computer skills.
Must Possess basic computational skills.
Knowledge of computer programs, math skills as well as budgetary analysis capabilities required.
Ability to analyze, foresee user needs, and makes judgments to ensure proper tools are provided at property level.
Ability to effectively deal with internal and external customers some of whom will require high levels of patience, tact and diplomacy and collect accurate information to resolve conflicts.
Knowledgeable about basic function of Windows OS, MS Office, PMS, PBX, Key system, and POS.
Self-driven and able to work independently
Exceptionally strong in issue resolution and proven analytical skills with a strong attention to detail
Thorough knowledge of federal, state and local laws governing equal employment opportunity and civil rights, occupational safety and health, wage and hour issues, and labor relations, including, but not limited to the following statutes and their state and local analogues (where applicable): Title VII, ADEA, Equal Pay Act, Pregnancy Discrimination Act, FLSA, ADA, OSHA, FMLA, and NLRA.

Nice To Haves

Experience with Hilton preferred.

Responsibilities

Schedules and prioritizes workload to meet deadlines of all managers.
Assigns leads and accounts to appropriate Sales or CS Manager based on deployment guidelines.
Types and distributes all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers.
Ensures that all correspondence is 100% accurate.
Maintains account files and ensures that all information is included in file, i.e. post convention reports, letters, fax information, etc.
Professionally answers calls to the sales office and accurately takes messages, as applicable.
Record messages legibly and completely.
Deliver all messages in a timely manner.
Effectively navigates computer database to find, input and revise information as needed, including but not limited to: running relevant reports, entering group information and notes, and blocking meeting space.
Assists in generating proposals with information accurate and specific to each client.
Assists with site inspections for the Sales team for both prospect and definite groups.
Collaborates with Accounting Department on group billing as needed.
Gathers materials and mails packages to clients as necessary.
Takes detailed inquiry leads and submits to appropriate manager.
Completes and distributes amenity requests for VIPs and cards; follows up on any changes.
Attends designated meetings, take minutes, transcribe and distribute.
Maintains up to date familiarity with all Hotel services, features and hours of operations to respond accurately to guest inquiries.
Manages office supply and collateral inventory. Replenish as needed.
Correspond with all colleagues, vendors and clients in a professional manner.
Maintains accurate trace files and communicate daily traces to Catering and Convention Services (CCS) Managers.
Prepares and distributes the Daily Event Sheet from the B.E.O.'s to all departments via email.
Accurately processes and prepares B.E.O.’s to meet specifications given by clients, departmental procedures, and/or Managers.
Process all changes to B.E.O.'s in a timely manner, following departmental procedures.
Prepare the Weekly Event Sheet according to procedures and distribute to Managers for verification of information listed.
Complete and distribute additional necessary reports on a daily, weekly and monthly basis as needed.
Prepare posting reports for each function one day prior to scheduled event and distribute to the Operations staff.
Organize all pre-con collateral and set up for Director of Sales and Managers.
Maintain confidentiality and of hotel and client information, correspondence, reports and files.
Maintain knowledge of, and comply with, all hotel and departmental policies and procedures.