Catering & Conference Services Coordinator
About The Position
Assist the Catering & Conference Services Department in servicing pop-up groups, small meetings, and rooms-only bookings, while providing administrative support. Duties include answering phones, managing correspondence and email, coordinating appointments, schedules, and site inspections, and handling filing and mail. Initiate and accurately update contract agreements, event orders, and the Delphi and Opera systems. Support the Director of Catering & Conference Services with weekly and monthly Delphi reports and assist the wider team with room reservations, amenities, and other needs. As needed, conduct banquet-facility site visits and coordinate requests for function space and services. The role also supports general office operations, including preparing correspondence and meeting minutes, maintaining office supplies and trace files, and assisting with Business Center tasks. The coordinator is expected to provide attentive, courteous service to guests, clients, and employees; attend required meetings and training; maintain confidentiality and professional standards; and adapt to hotel operational needs. The position requires flexible scheduling, including some weekends and evenings.
Requirements
- High school diploma or equivalent required.
- One to two years of administrative experience in a fast-paced environment required.
- Ability to multitask, prioritize, meet deadlines, and maintain excellent attention to detail.
- Excellent customer-service orientation and a warm, friendly, courteous, and professional demeanor.
- Good verbal and written communication skills, including the ability to communicate effectively with people at all levels internally and externally.
- Computer skills including Microsoft Word, Excel, Outlook, and PowerPoint.
- Ability to work under pressure in a fast-paced environment and work independently.
- Ability to listen to, understand, and clarify concerns raised by employees and guests.
- Ability to understand and apply complex information from various sources and maintain confidentiality.
- Ability to show initiative by anticipating guest and operational needs.
- Flexibility in scheduling; some weekends and evenings are required.
- Ability to comply with hotel standards and regulations and maintain required attendance and personal appearance.
Nice To Haves
- Bachelor’s degree emphasizing 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.
- Ability to cross-train in other hotel-related areas.
Responsibilities
- Answer telephone calls and email messages and respond accordingly.
- Open and distribute mail.
- Keep abreast of relevant computer programs and innovations.
- File pertinent correspondence in a timely manner.
- Type departmental correspondence and distribute meeting minutes.
- Maintain an adequate inventory of office supplies and support smooth office operations.
- Maintain a trace file as needed.
- Prepare Banquet Event Orders according to client needs for catering-only events.
- Assist with daily Business Center operations, including copying, faxing, and mailing.
- Greet guests, clients, and employees when necessary.
- Attend meetings and training as required by management.
- Assist with pop-up groups, small meetings, rooms-only bookings, room reservations, and amenities.
- Coordinate appointments, schedules, and site inspections; conduct banquet-facility site visits as needed.
- Initiate and accurately update contract agreements, event orders, and the Delphi and Opera systems.
- Support the Director of Catering & Conference Services with weekly and monthly Delphi reports.
- Coordinate requests for function space and services.
- Maintain regular attendance, professional appearance, confidentiality, and compliance with hotel standards.
- Identify operational problems and assist with implementing solutions; 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
- Educational opportunities and tuition reimbursement
- Paid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
