Catering & Conference Svs Coordinator

NNGE•Flagstaff, AZ

3d•Onsite

About The Position

This role is responsible for the planning and operation of all catering functions and special events. The coordinator serves as a primary contact for catering sales and promotions, discussing events with clients and offering suggestions to ensure their requests are met. This includes assisting with negotiations for space contracts, booking event space, arranging food and beverage, ordering supplies and audiovisual equipment, making travel arrangements, ordering event signs, and ensuring appropriate décor to meet quality expectations. The position requires aggressive information gathering for quality event productions, conducting research, making site visits, and finding resources to aid in decision-making. The coordinator will create and revise room layouts, propose new ideas for event planning, and serve as a liaison with vendors. Responsibilities also include managing on-site production and clean-up, preparing event materials, closing out events, assisting with budgets and progress reports, tracking event finances, coordinating appointments and event scheduling, and preparing/modifying event contracts. Maintaining confidentiality and performing other duties as required are also part of the role.

Requirements

High school diploma or GED plus three (3) years’ experience in event planning or banquet/catering operations.
Must be able to obtain and maintain Food Handlers Card and Navajo Nation and AZ Alcohol Server certification.
Must meet all knowledge, skills and abilities.
Must be twenty-one years (21) of age.
No felony, theft or stealing convictions.
Must be able to successfully pass a pre-employment drug/alcohol screen, background investigation, obtain and maintain gaming license.
Knowledge of the principles and practices within the food and beverage/hospitality industries.
Knowledge of computer utilization in marketing/business operations.
Knowledge and understanding of banquet/catering and event planning principles, requirements, procedures, and available resources.
Knowledge of conference facilities, technology, and equipment.
Skill in organizing resources and establishing priorities.
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
Skill in preparing, reviewing, and analyzing operational and financial reports.
Ability to communicate effectively in the English language, both verbally and in writing with staff and the general public.
Ability to gather and analyze statistical data and generate reports.
Ability to work independently and meet strict time lines.
Ability to create, compose, and edit written materials.
Ability to manage a number of priorities simultaneously.
Ability to negotiate and manage contractual arrangements.

Nice To Haves

Casino or hospitality experience preferred.
Skill in graphic design and web design skills.

Responsibilities

Responsible for the planning and operation of all catering functions and special events.
Works as a primary contact person for catering sales and promotions.
Discuss events with clients and offer suggestions to ensure that requests are met.
Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of the standard of enterprise.
Aggressively gather information on each project to achieve quality event productions.
Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.
Create and revised room layouts for each event.
Propose new ideas to improve the event planning and implementation process.
Serve as liaison with vendors on event-related matters.
Assist with managing on-site production and clean-up for events as necessary.
Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
Close out all events as required.
Assist with preparing budgets and provide periodic progress reports to Manager for each event project.
Keep track of event finances including check requests, invoicing, and reporting.
Coordinate appointments and visits to see our space, and scheduling of events on the calendar.
Prepare and modify event contracts as requested.
Maintains confidentiality of all privileged information.
Performs other duties as required.