Catering Events Coordinator

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

23h•Onsite

About The Position

The individual will provide administrative support to two principles within this area. This individual will compose type and edit all correspondence, develop and maintain follow-up task systems and maintain appointment schedules. Provide clerical and administrative support for the Sales and Catering Department, including typing, computer input, filing, tracing, and answering telephones, printing reports and departmental records/logs. Responsibilities include coordinating and scheduling meetings; anticipating and preparing documents needed for meetings, scheduling travel, and maintaining various reports. This individual will also provide relevant information to all other departments as needed, receive and direct calls, respond to inquiries and research issues when appropriate. Will also sort and distribute mail, maintain copies and filing system, and order supplies.

Requirements

High school diploma.
Knowledge of MS Products (Excel/PowerPoint/Word/Outlook).
Knowledge of Delphi.
Typing 40 wpm accurately.

Nice To Haves

2-year degree or related experience preferred.

Responsibilities

Provide administrative support to two principles.
Compose, type, and edit all correspondence.
Develop and maintain follow-up task systems and appointment schedules.
Provide clerical and administrative support for the Sales and Catering Department, including typing, computer input, filing, tracing, and answering telephones.
Print reports and departmental records/logs.
Coordinate and schedule meetings.
Anticipate and prepare documents needed for meetings.
Schedule travel.
Maintain various reports.
Provide relevant information to all other departments as needed.
Receive and direct calls.
Respond to inquiries and research issues when appropriate.
Sort and distribute mail.
Maintain copies and filing system.
Order supplies.
Maintain up to date files in accordance with The Portofino Hotel filing system.
Maintain the office inventory of supplies and collateral and order according to hotel procedures.
Coordinate special requests, packets and collateral.
Complete assigned tasks in a timely manner and adhere to deadlines, including mailings and faxes on behalf of the Sales and Catering Department.
Assist with the coordination of client mailings (i.e. newsletters, updates, special projects, invitations).
Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
Maintain complete knowledge of correct maintenance and use of equipment.
Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
Maintain knowledge of all Hotel services/features and hours of operation.
Maintain complete knowledge in the use of all office equipment, computer and manual systems.
Handle BaleenLosAngeles group events.
Send potential clients appropriate menus and turn the booking request and information.
Generate all required paperwork (B.E.O.’s, specialty menus, etc.) through regular distribution channels.
CC the Restaurant General Manager on all bookings.
Set up workstation with necessary supplies and resource materials.
Maintain cleanliness throughout shift.
Complete supply requisitions and submit to the Manager.
Stock office supplies upon receipt.
Greet all individuals arriving at offices courteously and assist with their needs.
Type correspondence, memos, B.E.O.'s, Daily Event Sheet, Daily Change Sheet, 10-Day Forecast and reports as assigned and distribute according to Hotel standards.
Prepare the Daily Event Sheet from the B.E.O.'s and submit to Catering Director for approval before distribution.
Process all changes to B.E.O.'s as given by the Catering Director and Managers on a timely basis.
Anticipate guests’ needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
Maintain positive guest relations at all times.
Answer telephone within three (3) rings using correct salutations and telephone etiquette.
Handle inquiry calls.
Qualify space requests by obtaining pertinent information required and transfer caller and information to a Catering or Sales Manager.
Record messages legibly and completely; ensure proper distribution of messages.
Make telephone calls to specified individuals as requested by the Catering Director and Managers.
Ensure messages are detailed, legible and accurate.
Adopt and contribute to a positive environment and cooperative spirit with the sales and catering division.
Participate in hotel and departmental functions for clients and Associates.