Catering & Conference Services Coordinator

Omni Hotels & Resorts•Los Angeles, CA

1d•Onsite

About The Position

The Catering & Conference Services Coordinator is responsible for all administrative duties as required to support the efforts of the Sales, Catering, & Conference Services departments. He/She helps to ensure that each client, or prospective client, is given professional, accurate and timely information.

Requirements

Proficient computer skills are required: Opera PMS system, Cvent, Microsoft Office, Excel, Word, etc.
Must have excellent written and oral communication skills in fluent written and spoken English
Previous reservation experience in both group and leisure segment
Must have proven customer service ability, including handling complaints
Experience in a sales environment is required
Hospitality experience required, preferably in an upscale resort setting
Four year college or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience required.

Nice To Haves

Experience with Delphi preferred.

Responsibilities

Schedules and prioritizes workload to meet deadlines of all managers.
Assigns leads and accounts to appropriate Sales or CS Manager based on deployment guidelines.
Types and distributes all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.
Maintains account files and ensures that all information is included in file, i.e. post convention reports, letters, fax information, etc.
Professionally answers calls to the sales office and accurately takes messages, as applicable. Record messages legibly and completely. Deliver all messages in a timely manner.
Effectively navigates computer database to find, input and revise information as needed, including but not limited to: running relevant reports, entering group information and notes, and blocking meeting space.
Assists in generating proposals with information accurate and specific to each client.
Assists with site inspections for the Sales team for both prospect and definite groups.
Collaborates with Accounting Department on group billing as needed.
Gathers materials and mails packages to clients as necessary.
Takes detailed inquiry leads and submits to appropriate manager.
Completes and distributes amenity requests for VIPs and cards; follows up on any changes.
Attends designated meetings, take minutes, transcribe and distribute.
Maintains up to date familiarity with all Hotel services, features and hours of operations to respond accurately to guest inquiries.
Manages office supply and collateral inventory. Replenish as needed.
Correspond with all colleagues, vendors and clients in a professional manner.
Maintains accurate trace files and communicate daily traces to Catering and Convention Services (CCS) Managers.
Prepares and distributes the Daily Event Sheet from the B.E.O.'s to all departments via email.
Accurately processes and prepares B.E.O.’s to meet specifications given by clients, departmental procedures, and/or CCS Managers.
Process all changes to B.E.O.'s in a timely manner, following departmental procedures.
Prepare the Weekly Event Sheet according to procedures and distribute to CCS Managers for verification of information listed.
Complete and distribute additional necessary reports on a daily, weekly and monthly basis as needed.
Prepare posting reports for each function one day prior to scheduled event and distribute to the Operations staff.
Organize all pre-con collateral and set up for Director of CCS and CCS Managers.
Maintain confidentiality and of hotel and client information, correspondence, reports and files.
Maintain knowledge of, and comply with, all hotel and departmental policies and procedures.