Catering Coordinator

Kimpton Hotels & Restaurants•Philadelphia, PA

About The Position

Responsible for maintaining the administrative organization and efficiency of the catering sales department. This is accomplished through basic administrative support, working on special projects as assigned, being proactive and responsive in a timely, friendly, thoughtful, and professional manner.

Requirements

1 to 2 years of general catering and/or office experience.
Skilled in administrative office management, organization, verbal and written communication, and event management with a high level of creativity and enthusiasm.
Adept on property PMS and database systems with knowledge of Opera, Delphi, and Microsoft Office Suite.
Able to address difficult situations with sensitivity and care.
Detailed knowledge of hotel layout, rate structure, meeting space, group capacities and capabilities.
Flexible schedule, able to work evenings, weekends, and holidays when needed.

Responsibilities

Perform daily office duties including answering phones, proposals, contracts, filing, faxing, copying, create files, process gift certificates and mail.
Take messages, address and follow up on customer requests, promptly forward leads/inquiries to the appropriate salesperson.
Effectively execute and maintain the sales process through handling of site tours and inquiry calls.
Assist the team in organizing tradeshows and sending collateral to customers.
Attend and take notes during catering and private dining meetings as requested.
Maintain orderly inventory of collateral and giveaway items, order office supplies.
Handle walk-ins and in-house customer requests as needed, book and coordinate smaller events.
Distribute weekly and daily BEO Packet and other appropriate weekly communications to operations team, secure payment for events, and conduct weekly reporting.
Create a daily reader board and door signage for events.
Review bills and send event follow-up correspondence/evaluations.
Participate in client prospecting and networking, as requested by Director of Catering and General Manager.