Catering & Conference Services Coordinator (Full Time)

Terranea Resorts•Rancho Palos Verdes, CA

About The Position

Provides administrative support to Catering and Conference Services Managers to help organize and manage catering and group business. The coordinator maintains departmental files and information in Delphi, distributes and updates Banquet Event Orders (BEOs), prepares reports, and assists managers with event documentation, client services, reservations, inspections, vendor coordination, and function guarantees. The role also handles calls and guest inquiries, departmental mail, copying, and meeting minutes; maintains office systems and supplies; and protects the security and confidentiality of guest and employee information.

Requirements

Typing speed of 50–60 words per minute.
Strong computer skills.
Pleasant disposition and professional appearance.
Strong communication skills.
Accurate cash handling and appointment-making skills.
Ability to multitask.
High school education or equivalent.
Ability to speak, comprehend, read, and write English.
Strong customer service skills.
Ability to implement and uphold service standards.
Ability to prioritize and organize work assignments.
Ability to interact with associates and resort guests.
Ability to effectively handle stressful, high-pressure situations.
Ability to exert up to 50 pounds of force occasionally and to constantly lift, carry, pull, or push up to 20 pounds of force.
Ability to stand or walk for long periods of time.

Nice To Haves

Salesforce experience.

Responsibilities

Develop and maintain departmental filing systems.
Distribute Banquet Event Orders (BEOs) in a timely and efficient manner.
Ensure information is correctly loaded in Delphi.
Maintain knowledge of hotel services, features, operating hours, and daily events.
Run daily, weekly, and monthly reports as needed.
Assist Catering and Conference Services Managers with activities including BEO and group resume creation, client services, amenity forms, room inspections and reservations, restaurant and spa reservations, and document merging.
Provide general information and answer guests’ questions about hotel services and policies.
Answer telephone calls and inquiries, direct calls and messages to the appropriate personnel or guests, and follow up on minor customer problems.
Retrieve and distribute departmental mail.
Make photocopies and process them as specified.
Process BEO changes and complete the BEO change log as needed.
Insert banquet check numbers into Delphi.
Assist managers with calling clients to obtain function guarantees.
Attend designated meetings, take minutes, transcribe them, and distribute them.
Assist managers with calling vendors for specified items.
Audit and review office management and administrative systems, implement improvements when necessary, and keep the office stocked with supplies.
Complete other reasonable tasks requested by management and reasonable guest requests.
Maintain the security and confidentiality of guest and employee information; redirect press calls to the appropriate personnel and do not disclose data to outside sources.