Conference Services & Catering Coordinator

AccorHotel • Wailea-Makena, HI

75d • $29

About The Position

We are home to events that matter where you take care of the little things and the big things where Conference Services & Catering (CSC) is involved. Your organizational skills and attention to detail will be well-utilized as you assist the Director of Conference Services & Catering with the daily administrative tasks for the department.

Requirements

• One year administrative assistant experience in the hospitality industry
• Previous experience within luxury market, in similar or related role, preferred
• High School diploma (or equivalent) and/or vocational training
• Post-secondary education in Hospitality Management would be an asset
• Requires good communication skills, both verbal and written
• Must be able to read and write to facilitate the communication process
• Must be service oriented and capable of communicating effectively with persons involved in all levels of authority, both internally and externally
• Must possess basic computational ability
• Must possess computer skills, including, but not limited to, Microsoft Word, Excel, PowerPoint and e-mail functions
• Must be able to multi-task and be detail-oriented in a fast paced, high volume environment
• Must have ability to work independently and to prioritize or seek clarification in prioritizing work assignments
• Maintain a professional working environment and attitude

Nice To Haves

• Post-secondary education in Hospitality Management would be an asset

Responsibilities

• Act as departmental liaison with internal & external customers, in absence of Managers or Director
• Assist callers regarding inquiries and change requests
• Effectively respond to general inquiries and direct/handle them appropriately
• General Document production and distribution; to include but not limited to – contracts, amenity requests, turnover letters, BEO’s, pre-convention booklets, group resumes and daily reports
• General activities; to include but not limited to – processing deposit checks, faxing and retrieving departmental documents, mailing outbound materials, checking inbound mailboxes, monitoring VIPs, implementing cut off dates, mail runs and creating booking files and purchase orders
• Organize catering and/or convention booking files from date of departure, and maintain accurate activities within files consistently.
• Assist CSC Managers in obtaining/confirming event-related information (to include, but not limited to meeting specifications, audio visual needs, rooming lists, technical needs, exhibit needs, food and beverage requirements, etc) with client, organize/distribute group resumes, conference agendas, event orders and floorplans to all operating partners accurately, and in a timely manner.
• Handle internal events and block space efficiently, to allow for revenue generation maximization while addressing internal needs
• Establish and maintain rapport with clients, prior to, during and post conference, exceeding their expectations and encouraging repeat business.
• Update menus in Opera System as needed.
• Compile completed amenity request forms for CSC guests and distribute to In-Suite Dining.
• Prepare deposit invoice for clients and obtain managers approval
• Manage function room keys for Meeting Planner. Ensure function rooms are properly keyed and manage inventory of keys with Meeting Planner.
• Collaborate with Accounting Department to ensure accurate labor forecasting for the kitchen and banquet teams

Benefits

• Comprehensive benefits package (Medical, Vision and Dental) including extended benefits like; Basic insurance, TDI and Long-Term Disability for regular Full-time and Part-time employees
• 401(k)
• One complimentary duty meal for all employees that work more than 6 hours per shift
• Food & Beverage discount at Fairmont Kea Lani (venue specific and discount may vary)
• Wellness Offerings
• Employee benefit card offering discounted rates in Accor worldwide
• Learning programs through our Academies
• Opportunity to develop your talent and grow within your property and across the world!
• Ability to make a difference through our Corporate Social Responsibility activities

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED