Prince Waikiki: Catering & Conference Services Coordinator (Full Time)

Prince Waikiki•Honolulu, HI

5d•Hybrid

About The Position

The Catering & Conference Services Coordinator provides essential administrative support to the Catering and Conference Services Department. This role involves preparing various event-related documents, managing client communications, maintaining customer information in Delphi, and coordinating internal and external meetings. The coordinator acts as a liaison between clients, the department, and other hotel operations to ensure seamless event execution. They also assist with site inspections, event planning, and post-event follow-up, contributing to client satisfaction and future business opportunities.

Requirements

High School Diploma or equivalent required.
Proficient in software including Microsoft Office Suite (Outlook, Word, Excel, Teams, and PowerPoint).
Ability to effectively utilize Catering and Conference Services software, including Delphi, Social Tables, HMS, OpenTable, and Sertifi.
Must be able to work under pressure and deal with stressful situations during busy periods.
Must be able to work indoor and outdoor with occasional exposure to hot/cold/humid/rainy conditions.
Must be able to multitask, prioritize, organize workload, and adapt to changing business needs in a fast-paced environment.
Must be able to observe employees in the workplace, evaluate their performance and productivity, determine areas of concern, provide leadership support and training.
Must be able to stand, walk and/or sit continuously for the full duration of the shift.
Must be able to push, lift and carry 25 pounds.
Ability to work with minimal supervision.
Ability to walk throughout the hotel and event spaces while conducting site inspections and to travel to client office locations as needed.
Must be able to effectively communicate in English in person, over the phone, and in writing to guests, ambassadors, clients and vendors promptly and professionally.
Must be able to speak, read and write proficiently in the English language.
Must be able to effectively deal with internal and external customers, some requiring high levels of patience, tact and diplomacy.
Must be able to effectively deal with guest and ambassador concerns in a friendly and positive manner.
Must be able to exercise judgement, supervise the work performance of others and develop subordinates.

Nice To Haves

Two years of hotel, hospitality, catering, conference services, or related industry experience preferred.
Knowledge of hotel and event operations and experience with catering/event management software preferred.
College degree in Hospitality, Business, Tourism, or a related field preferred.
Any combination of education and experience that provides the required knowledge, skills and abilities necessary to perform the duties of the position.

Responsibilities

Prepares BEOs, proposals, contracts, group resumes, VIP alerts, files, amenities, invoices, and monthly reports.
Manages and conducts initial vetting of incoming phone and email communications and RFPs, assigning them to the appropriate Manager or Director.
Inputs and maintains customer information, booking details, inquiries, and traces in Delphi, and updates banquet menus.
Participates in weekly BEO, departmental, and client pre-con meetings.
Conducts site inspections and meets with clients on behalf of Managers and Directors.
Responds to Catering and Conference Services inquiries via phone, email, RFP platforms, and direct inquiries.
Monitors RFP sourcing platforms (Cvent, WeddingWire, The Knot, Here Comes the Guide) to ensure timely responses.
Books, coordinates, and services internal meetings and events.
Updates banquet menus and uploads new menu pricing in Delphi.
Prepares and distributes BEOs, revisions, group resumes, VIP alerts, and other event-related documents.
Prepares proposals, contracts, invoices, and other client correspondence.
Assists Managers and Directors with event planning and coordination.
Arranges client amenities, reservations, gift certificates, and special requests.
Serves as a liaison between the Catering and Conference Services Department, clients, and hotel operating departments.
Coordinates and prepares department files, sales materials, coupons, sales blitz materials, client gifts, and other promotional or event-related materials.
Conducts hotel site inspections, FAMs, and sales blitzes.
Assists with the planning and coordination of smaller meetings and events and may manage assigned events.
Follows up with clients and internal departments regarding outstanding event details, contracts, deposits, invoices, menus, guest counts, and other required information.
Prepares and submits department expense reports and supporting documentation.
Prepares monthly department reports and works with Accounting to monitor and follow up on outstanding invoices and payments.
Collaborates with the Marketing Department to ensure client data in Delphi is accurately maintained and effectively utilized for remarketing initiatives through Salesforce CRM.
Assists with post-event follow-up, including client communication, final billing, survey, and other activities.
Processes purchase orders in BirchStreet for invoices related to the Catering and Banquet Departments.
Orders office and department supplies for the Catering and Banquet Departments.
Performs other administrative duties and assists with special projects and tasks as assigned.