Catering & Conference Services Coordinator

Highgate Hotels • Honolulu, HI

1d • Onsite

About The Position

Assist the Catering & Conference Services Department with pop-up groups, small meetings, room-only bookings, and administrative tasks. Duties include answering phones; handling correspondence and email; coordinating appointments, schedules, and site inspections; and filing and managing incoming and outgoing mail. The coordinator initiates and updates contract agreements, event orders, and Delphi and Opera system records accurately; supports the Director of Catering & Conference Services with weekly and monthly Delphi reports; and provides additional team support with room reservations and amenities. As needed, the coordinator conducts banquet-facility site visits and coordinates requests for function space and services.

The position also supports general department and office operations, including preparing banquet event orders according to client needs for catering-only events, maintaining office supplies and files, preparing correspondence and meeting minutes, and assisting with Business Center operations. The role requires professional, courteous service to guests, clients, employees, and colleagues, while maintaining confidentiality and contributing to safe and efficient hotel operations.

Requirements

• High school diploma or equivalent required.
• One to two years of administrative experience in a fast-paced environment required.
• Ability to multitask, prioritize, and maintain excellent attention to detail while providing excellent customer service.
• Good verbal and written communication skills; ability to communicate effectively with people at all levels, internally and externally.
• Service-oriented approach and ability to listen to, understand, and clarify concerns raised by employees and guests.
• Computer skills, including Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to work under pressure in a fast-paced environment and work independently.
• Ability to understand and apply complex information and data from various sources to meet objectives.
• Ability to maintain confidentiality and show initiative by anticipating guest or operational needs.
• Ability to maintain a professional working environment and attitude.
• Flexible scheduling; some weekends and evenings are required.
• Ability to maintain high standards of personal appearance and grooming, including wearing the proper uniform and nametag.

Nice To Haves

• Bachelor’s degree 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.
• Prior working knowledge of property management systems, including Opera and Delphi.

Responsibilities

• Answer telephone and email messages and respond accordingly.
• Open and distribute mail; assist with copying, faxing, and mailing.
• Maintain and file pertinent correspondence in a timely manner, and maintain trace files as needed.
• Type department correspondence and meeting minutes, and distribute the minutes.
• Maintain an adequate inventory of office supplies and support smooth office operations.
• Prepare Banquet Event Orders according to client needs for catering-only events.
• Assist with daily Business Center operations as needed.
• Greet guests, clients, and employees when necessary.
• Assist with pop-up groups, small meetings, room-only bookings, reservations, amenities, and administrative support for the Catering & Conference Services Department.
• Initiate and accurately update contract agreements, event orders, and Delphi and Opera system records.
• Support the Director of Catering & Conference Services with weekly and monthly Delphi reports.
• Coordinate appointments, schedules, site inspections, and requests for function space and services; conduct banquet-facility site visits as needed.
• Attend meetings and training as required by management, and attend required hotel meetings and training.
• Maintain regular attendance, professional appearance and grooming, a warm and friendly demeanor, and confidentiality of information.
• Prioritize departmental functions and meet deadlines; anticipate, prevent, identify, and help solve operational problems.
• Comply with hotel standards and regulations to encourage safe and efficient operations, and maximize productivity by identifying problem areas and assisting with solutions.
• Cross-train in other hotel-related areas and 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, personal, medical, and military leave in accordance with applicable law

What This Job Offers

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