Immediate Needs Coordinator - Meetings & Events

Loews Hotels•Tucson, AZ

6d•Onsite

About The Position

The Immediate Needs Coordinator (LINC) coordinates and services convention and group business at Loews Ventana Canyon Resort. The role serves as the liaison between meeting planners and resort departments, communicating with clients before and during their stay and coordinating changes, services, and event needs to support guest satisfaction. The coordinator works closely with Catering and Meetings & Events Managers to understand each group’s requirements and event flow. Responsibilities include reviewing resumes and banquet event orders (BEOs), checking room setups and event postings, maintaining BEO accuracy, sharing reports with Operations, and coordinating package delivery with Shipping & Receiving. The role also includes regular client check-ins, event preparation monitoring, Engineering walkthroughs and reports, and troubleshooting during group stays. The position participates in hotel meetings and training, follows hotel policies and safety procedures, maintains a clean work area and professional appearance, and supports teamwork and guest service. A flexible schedule, including weekends and holidays, is required.

Requirements

Exceptional knowledge and understanding of banquet and food service techniques and standards.
Effective leadership, management, organizational, and communication skills.
Exceptional guest service skills.
Ability to speak, read, and write English.
Ability to stand, stoop, and bend repetitively throughout the entire shift.
Ability to work a flexible schedule, including weekends and holidays.

Responsibilities

Coordinate and service convention and group business.
Serve as the liaison between meeting planners, clients, and resort departments.
Communicate with clients before arrival and maintain communication throughout their stay.
Continually check in with meeting planners to assess needs and requirements.
Communicate conference-program changes to appropriate hotel operating departments.
Keep Catering and Meetings & Events Managers informed of group changes and updates.
Provide outstanding client service in accordance with Loews standards.
Meet with Catering and Meetings & Events Managers before group arrivals and daily while groups are in-house to understand each group's needs and flow.
Help maintain the accuracy of the BEO Book.
Deliver reports to the Operations Team by email.
Conduct weekly Engineering maintenance reports and walkthroughs, and report items that need repair or correction.
Walk room setups in advance and ensure they are correct.
Ensure events are posted correctly on the Reader Board.
Review resumes and BEOs in detail to determine needs and help facilitate them with Meetings & Events and/or Catering Managers.
Regularly check preparations and activities for assigned group events.
Meet periodically with clients during the day to answer questions, coordinate changes, anticipate needs, and troubleshoot problems.
Coordinate package delivery for group clients with Shipping & Receiving.
Attend appropriate hotel meetings and training sessions.
Promote and apply teamwork, and be polite, friendly, and helpful to guests, management, and fellow employees.
Maintain cleanliness and good condition of equipment and the work area.
Follow emergency procedures, safety regulations, hotel standards, policies, rules, uniform requirements, and grooming standards.
Recycle whenever possible and remain current with hotel information and changes.
Make decisions using imperfect information and demonstrate decisiveness and a bias toward action.
Perform other duties as assigned.