Catering Events Coordinator

The Portofino Hotel & Marina, a Noble House Hotel•Redondo Beach, CA

21h

About The Position

The Catering Events Coordinator provides administrative and clerical support to the Sales and Catering Department and two principals in the area. The role supports scheduling, correspondence, filing, reports, communications, supplies, and meeting and travel arrangements. It also handles group events for Baleen Los Angeles by providing menus to prospective clients, processing booking requests, and preparing required event paperwork. The position requires attention to detail, strong written and verbal communication, professional telephone etiquette, and the ability to build positive relationships with hotel clients and colleagues. The coordinator maintains files, office supplies, collateral, and work areas; prepares and distributes correspondence and event documents; processes B.E.O. changes; and prepares the Daily Event Sheet for Catering Director approval. The role responds to client and internal inquiries, qualifies event space requests, and ensures messages and booking information are correctly routed. The individual must follow hotel and departmental procedures, standards, and deadlines, and maintain knowledge of hotel services, equipment, and office systems.

Requirements

High school diploma.
Knowledge of Microsoft products, including Excel, PowerPoint, Word, and Outlook.
Knowledge of Delphi.
Ability to type accurately at 40 words per minute.
Careful attention to detail and excellent verbal and written communication skills.
Professional telephone etiquette and ability to communicate and build relationships with clients and colleagues.

Nice To Haves

Two-year degree or related experience preferred.

Responsibilities

Provide administrative and clerical support to the Sales and Catering Department and two principals.
Compose, type, edit, and distribute correspondence, memos, B.E.O.'s, event sheets, forecasts, reports, and departmental records.
Develop and maintain follow-up task systems and appointment schedules; coordinate meetings, prepare meeting documents, and schedule travel.
Maintain timely, up-to-date files in accordance with the hotel filing system; sort and distribute mail and maintain copies and filing systems.
Monitor and order office supplies and collateral, complete supply requisitions, and stock supplies upon receipt.
Use Delphi and understand booking guidelines and rate parameters; coordinate special requests, packets, and collateral.
Complete assigned work, mailings, and faxes within established deadlines, and assist with client mailings such as newsletters, updates, projects, and invitations.
Handle Baleen Los Angeles group events by sending potential clients appropriate menus, processing booking requests, and generating required paperwork through regular distribution channels; copy the Restaurant General Manager on bookings.
Prepare the Daily Event Sheet from B.E.O.'s and submit it to the Catering Director for approval before distribution; process B.E.O. changes provided by the Catering Director and Managers promptly.
Maintain knowledge of departmental policies, service procedures, standards, equipment, hotel services, and office systems; keep assigned work areas clean, sanitary, and organized.
Greet individuals arriving at the offices courteously and assist with their needs.
Anticipate guest needs, respond promptly, and maintain positive guest relations.
Answer telephone calls within three rings using correct salutations and etiquette; handle inquiries, qualify space requests, route callers and information to Catering or Sales Managers, record and distribute messages, and make calls as requested.
Contribute to a positive, cooperative environment within the Sales and Catering division and participate in hotel and departmental functions for clients and Associates.