Coordinator | Conference Services & Catering Sales (Full-Time)
About The Position
The Coordinator provides administrative support to the Conference Services and Catering Department at Omni Frisco Hotel. The role responds to client inquiries, establishes rapport with clients, and serves as a liaison for department managers. It handles confidential communications, reports, correspondence, filing systems, office-supply inventory, and administrative support for the Director of Catering & Events and Catering and Conference Services managers. The Coordinator supports event operations by coordinating arrangements for VIP, corporate, ownership, and in-house events; maintaining event and booking information in Delphi; preparing proposals, reports, banquet event orders, diagrams, and meeting resumes; assisting with billing and BEO distribution; and advising vendors about Ford Center and hotel loading-dock and package guidelines. The position works in hotel office areas, meeting and event spaces, and exterior areas.
Requirements
- Knowledge of Microsoft Office, Opera, Birchstreet, GoCon, Delphi, Meeting Matrix/Social, Table, ALICE, Medallia (Guest and Group), and other software used on a daily basis.
Responsibilities
- Respond to telephone inquiries, determine client needs and specifications, and refer inquiries to the appropriate manager; assist with other coordinator and manager phone lines as needed.
- Establish rapport with clients and serve as a liaison for managers.
- Handle administrative duties, including distributing daily, weekly, and monthly reports and correspondence to Catering Sales, Conference Services, Banquets, and Culinary operations.
- Handle confidential material and information.
- Maintain filing systems, including local, hard-copy, and soft-copy files and audits, according to specifications.
- Maintain office-supply inventory and the surrounding department area; order supplies, code them, and use Birchstreet.
- Coordinate event arrangements with the Director of Catering & Events, including reservations, transportation, amenities, vendors, and in-house meetings and events for VIPs, corporate guests, and ownership visits.
- Process incoming correspondence for the Director of Catering & Events.
- Arrange appointments for the Director of Catering & Events and Catering and Conference Services managers.
- Run and distribute Delphi reports, including 11-day, Daily Event, Tentative, and Prospect reports, as well as other reports as needed.
- Assist in qualifying walk-in, telephone, and email Catering inquiries by determining client needs and specifications and referring them to Catering Sales Managers.
- Maintain Delphi for the Catering Department by entering leads, preparing proposals, and updating booking status.
- Run weekly prospect reports for Catering Sales Managers.
- Maintain Delphi for the Conference Services Department with turnover assignments and booking-status updates.
- Prepare internal banquet event orders and diagrams as needed.
- Detail and execute courtesy room blocks and coordinate BEOs and resumes.
- Maintain resumes for upcoming meetings, VIP guests, meetings, and events.
- Assist with BEO distribution.
- Assist with billing needs, including entering Permanent Account Numbers, estimates, and bill reviews, as needed.
- Advise managers and vendors about Ford Center and hotel loading-dock and package guidelines.
- Perform other duties as assigned by management.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
