Catering & Conference Services Coordinator

Highgate Hotels • Honolulu, HI

10d

About The Position

The Catering & Conference Services Coordinator assists the Catering & Conference Services Department with pop-up groups, small meetings, rooms-only bookings, and administrative support. The role handles phones and correspondence, coordinates appointments, schedules and site inspections, and manages filing and mail. It prepares and updates contract agreements and event orders, and maintains accurate information in the Delphi and Opera systems. The coordinator supports the Director of Catering & Conference Services with weekly and monthly Delphi reports and provides additional assistance with room reservations, amenities, and other team needs. As needed, the coordinator tours banquet facilities and coordinates requests for function space and services.

The position also supports office operations and, when needed, the Business Center. It requires a service-oriented professional who can manage multiple priorities, work independently under pressure, communicate effectively with guests and employees, and maintain confidentiality and a professional working environment. Scheduling must be flexible, as some weekends and evenings are required.

Requirements

• High school diploma or equivalent required.
• One to two years of administrative experience in a fast-paced environment required.
• Ability to multitask, prioritize departmental functions, and meet deadlines, with excellent attention to detail.
• Good verbal and written communication skills and ability to communicate effectively with people at all levels, internally and externally.
• Ability to provide excellent customer service and handle concerns raised by guests and employees attentively.
• Computer skills, including Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to work under pressure in a fast-paced environment and independently prioritize work.
• Ability to maintain confidentiality and a professional working environment and attitude.
• Must be flexible in scheduling; some weekends and evenings are required.
• Ability to understand and apply complex information from various sources and to show initiative by anticipating guest or operational needs.

Nice To Haves

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

Responsibilities

• Answer telephone and email messages and respond accordingly.
• Open and distribute mail.
• Keep abreast of applicable computer programs and innovations.
• File pertinent correspondence in a timely manner.
• Type department correspondence and distribute meeting minutes.
• Maintain an adequate inventory of office supplies and ensure smooth office operations.
• Maintain trace files as needed.
• Prepare Banquet Event Orders according to client needs for catering-only events.
• Assist with daily Business Center operations as needed, including copying, faxing, and mailing.
• Greet guests, clients, and employees when necessary.
• Initiate and update contract agreements and event orders, and maintain accurate information in Delphi and Opera.
• Support the Director of Catering & Conference Services with weekly and monthly Delphi reports.
• Provide additional support to 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 meetings and training as required by management, including hotel-required meetings and trainings.
• Maintain regular attendance, appropriate appearance and grooming, and a warm, friendly, service-oriented demeanor.
• Comply with hotel standards and regulations to support safe and efficient operations.
• Identify productivity or operational problem areas and assist with solutions; anticipate, prevent, identify, and resolve problems as necessary.
• 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 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