Catering & Conference Services Coordinator

Alohilani Resort Waikiki Beach • Honolulu, HI

1d • Onsite

About The Position

Assist the Catering & Conference Services Department with servicing pop-up groups, small meetings, and rooms-only bookings, while providing administrative support. Duties include answering phones, handling correspondence and email, coordinating appointments, schedules, and site inspections, filing, and managing incoming and outgoing mail. Initiate and update contract agreements and event orders, and accurately maintain the Delphi and Opera systems. Support the Director of Catering & Conference Services with weekly and monthly Delphi reports, and assist the broader team with room reservations, amenities, and other needs. As needed, conduct tours of banquet facilities and coordinate requests for function space and services.

Requirements

• High school diploma or equivalent required.
• One to two years of administrative experience in a fast-paced environment required.
• Ability to multitask, strong attention to detail, and commitment to excellent customer service.
• Good verbal and written communication skills.
• Ability to communicate effectively with people at all levels of authority, internally and externally.
• Computer skills including Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to work under pressure in a fast-paced environment.
• Ability to work independently and prioritize tasks.
• Maintain a professional working environment and attitude.
• Flexible scheduling; some weekends and evenings are required.
• Warm and friendly demeanor.
• Ability to listen to, understand, and clarify concerns raised by employees and guests.
• Ability to prioritize departmental functions and meet deadlines.
• Ability to understand and apply complex information and data from various sources to meet objectives.

Nice To Haves

• Bachelor’s degree with an emphasis in food and beverage, hospitality, business, marketing, sales, communications, or a related field.
• Prior experience in a catering or conference services office.
• Luxury hotel experience is highly desirable.
• Prior working knowledge of property management systems, particularly Opera and Delphi.

Responsibilities

• Answer telephone and email messages and respond accordingly.
• Open and distribute mail.
• Stay abreast of the latest computer programs and innovations, as applicable.
• File pertinent correspondence in a timely manner.
• Type department correspondence.
• Maintain an adequate inventory of office supplies.
• Support smooth operation of the office.
• Type and distribute meeting minutes.
• Maintain a trace file as needed.
• Prepare Banquet Event Orders (BEOs) according to client needs for catering-only events.
• Assist with daily operations of the Business Center as needed.
• Assist with copying, faxing, and mailing.
• Greet guests, clients, and employees when necessary.
• Attend meetings and training as required by management.
• Service pop-up groups, small meetings, and rooms-only bookings and provide administrative support to the department.
• Initiate and update contract agreements, event orders, and Delphi and Opera system records accurately.
• Support the Director of Catering & Conference Services with weekly and monthly Delphi reports.
• Assist the team with room reservations, amenities, and other needs.
• Conduct tours of banquet facilities and coordinate requests for function space and services as needed.
• Attend hotel-required meetings and trainings.
• Maintain regular attendance according to scheduling and hotel standards.
• Maintain professional appearance and grooming, including wearing the proper uniform and nametag.
• Follow hotel standards and regulations to encourage safe and efficient operations.
• Identify productivity or operational problem areas and assist with solutions.
• Anticipate, prevent, identify, and resolve problems as needed.
• Cross-train in other hotel-related areas and maintain confidentiality of information.
• Show initiative by anticipating guest or operational needs.
• Perform other duties as requested by management.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Short-term and long-term disability insurance
• 401(k) retirement plan with employer matching contributions
• Paid holidays
• Paid vacation
• Paid sick leave in accordance with applicable law
• Employee assistance program (EAP)
• Educational opportunities and tuition reimbursement
• Paid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED