Catering Coordinator

IHMS LLC.•New York, NY

33d

About The Position

Providing administrative support to the Director of Catering, Director of Social Events, & Catering Sales Manager by assisting them with general correspondence, updating databases, account profiles, filing & data maintenance of public folders through regular and periodic updates, and reporting.

Requirements

Must be computer literate and have excellent Microsoft Office and internet skills
Excellent verbal and written communication skills, organization, ability to multi-task in fast paced environment and a professional appearance is required
Must be proactive, self-motivated and an excellent team player
High energy and positive attitude
Strong problem-solving skills
Good time management skills
Strong communication skills
Knowledge of overall hotel operations and how they affect each department

Nice To Haves

Knowledge of Amadeus/Salesforce is a plus

Responsibilities

Supporting Director of Catering, Director of Social Events, and Catering Sales Manager
Coordination of client's events
Coordination of site inspections
Being able to answer key account customer queries readily and easily in a timely manner
Develop and maintain an effective & profitable business relationship with our clients
Assist the Catering team with proposals, contracts, presentations and sales calls
Responsible to direct leads when needed
Handle the accounting procedures for reconciliation and preparing purchase orders
Follow up and collect all payments and signed contracts directly from client
Handle and coordinate the follow-up and response to all incoming inquiries
Assist in the management of the day-to-day operations in the Catering office
Help in organizing events, conferences, and other social functions at the Hotel
Create contracts, banquet event orders, invoices in a timely manner and ensure client signs all documents prior to their event. Popup events – work with DOC, DOS, SCSM on Contract, BEO, & payments.
Save all final released BEO in shared drive
Maintaining all events digitally and physical documents (eg contracts, BEOs, Invoices, Floorplans, Complimentary Forms etc.) including historic and present files, by organized filing system
Attend client events when requested and networking events
Provide friendly, courteous, professional services always
Adhere to office policies and procedures
Participates and keeps up to date with Taj automation training and procedural changes
Attend regular training session both in house and out of house
Learn and fully utilize Salesforce, Microsoft Office, ADP, and Birchstreet
Sending out 3-Months & 2-Weeks Planners, Daily Guarantees of Events on the Books to relevant departments.
Handle any Donation or Complimentary Room forms that are contracted or requested by DoC, DoS, & SCSM.
Add Alerts in Opera for any clients that are staying in the Hotel to inform the respective sales manager of their arrivals.
Providing ad hoc support as needed
Respond to general inquires through e-mails or phone calls
Handle telephone inquiries accordingly or direct them to the appropriate person
Maintain the filing system both digital and physical copies
Update and maintain Key Accounts profiles via Salesforce
Assisting Director of Catering, Director of Social Events, and Senior Catering Sales Manager with general correspondence
To maintain an up-to-date and highly effective key account filing/tracing system on a daily basis
Centrally coordinates sending key account contracts, banquet event orders, invoices and communications
Answers telephone within 3 rings, records messages via e-mail to colleagues
To be always fully aware and competent at the following: o Company health and safety policy and procedures o Company and departmental operational standards and procedures o Company hallmarks, guiding principles and related competencies
To Ensure personal appearance always meets the company standards which includes adhering to the company Grooming Policy at all times
To achieve and maintain the highest possible levels of customer service to both external (i.e., paying customers) and internal customer (i.e., colleagues) always in accordance with company policy
To assist fellow colleagues both within and outside department where possible (as requested/required) to ensure operational and customer service requirements are always achieved