Catering & Convention Services Coordinator

Omni Hotels & Spas•Chicago, IL

2d•Onsite

About The Position

To handle all administrative duties as required by the Catering & Conference Services Department. This role involves managing various administrative tasks, client communication, event coordination, and on-site support to ensure successful events.

Requirements

High school education required
Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management, and co-workers, in person, by email, and by telephone.
Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies.
Ability to work cohesively with co-workers both within and outside of your department.
Ability to think clearly, quickly, and make concise decisions.
Ability to work well under pressure, dealing with many guest requests/questions within a short period of time
Strong organizational skills with the ability to prioritize and multi-task in a fast-paced environment.
Ability to prioritize and organize workload to ensure deadlines are met.
Ability to handle stressful situations while maintaining a calm and welcoming demeanor.
Customer service oriented with a desire to create memorable guest experiences.
Ability to use various office equipment, including but not limited to calculators, photocopiers, and computers.
Position requires the ability to sit and perform repetitive motions, including using a telephone/computer for extended periods or an entire shift.
Maintain a professional business appearance, attitude, and performance.
Must be able to work a variety of shifts, including nights, weekends, and holidays.

Nice To Haves

Previous catering, event management, conference/convention services, or sales support experience in a hotel, preferred.
Other relevant event, meeting planning, or hotel operations experience will be considered.
college degree preferred.
Delphi experience is strongly preferred.

Responsibilities

Answers incoming telephone calls for the Catering and Conference Services Department and responds to client inquiries by identifying needs, specifications, and the next appropriate steps.
Processes incoming correspondence and prepares outgoing correspondence, communications, and other materials as directed.
Maintains organized and accurate departmental filing systems, records, and documentation.
Manages rooms-only blocks and small groups.
Manages daily office duties, including event signage, Banquet Labels and Menus, Door Cards, BEO Change Log, and Daily Event Reports.
Assists with Pre-Planning Meeting Agendas and Packets, Pre-Conference Meeting Welcome Packets, and Thank-You Letters.
Establishes rapport with assigned Catering and/or Conference Services Manager(s) and client(s) and functions as their liaison during the execution of events.
Manages all in-house meeting requests.
Assists with creating and adjusting Banquet Event Orders (BEO’s) and Diagrams.
Attends BEO and Resume meetings weekly and communicates pertinent changes or client requests to appropriate departments.
Works with assigned Catering and/or Conference Manager to ensure that all functions are "tied down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc).
Greets and assists clients, planners, and vendors with on-site support, serving as a welcoming and knowledgeable point of contact.
Responds to guest and meeting planner needs in a timely fashion.
Inspects food and beverage displays and event setups to ensure they match approved diagrams, BEOs, and client specifications and communicates discrepancies to the appropriate operational team for resolution.
Owns special projects and other tasks as assigned.