Conference Services & Catering Coordinator

AccorHotel • Wailea-Makena, HI

3d • Onsite

About The Position

Discover the essence of Maui at Fairmont Kea Lani, Hawai‘i’s only all-suite and villa luxury resort. Nestled on the pristine white sands of Wailea’s Polo Beach, this award-winning oceanfront paradise defines quintessential Hawaiian luxury with a state-of-the-art spa, island inspired cuisine and authentic cultural experiences. From full-moon staff hikes and beach clean-ups to appreciation luncheons and birthday holidays, our team provides endless opportunities to learn and grow in both your personal and professional development. Live and work in a place you love! This role will assist the Director of Conference Services & Catering with the daily administrative tasks for the department, taking 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.

Requirements

• High School diploma (or equivalent) and/or vocational training
• One year administrative assistant experience in the hospitality industry
• All Candidates must be in possession of identification proving authorization to work in the United States as defined in the Immigration Reform and Control Act of 1986 (IRCA).
• Applicants must be legally eligible to work the United States

Nice To Haves

• Post-secondary education in Hospitality Management would be an asset
• Previous experience within luxury market, in similar or related role, preferred

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 event 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.
• Generate and distribute internal reports via email.
• Generate amenity and service requests; create amenity cards.
• 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.
• Maintain atmosphere of aloha spirit by providing engaging, personalized, timely, and efficient service to our discerning guests; be alert to all guests’ needs and requests

Benefits

• Comprehensive benefits package (Medical, Vision and Dental) including extended benefits like; Basic life 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: Full-time
• Career Level: Entry Level
• Education Level: High school or GED