Meetings and Events Coordinator

Lotte Hotels and Resorts•New York, NY

5d•$33 - $37•Onsite

About The Position

This role is responsible for ensuring all billing requirements are met, handling telephone inquiries professionally, and assisting with administrative needs for the Director of Meetings and Events or Catering Sales Managers. The position involves preparing various written communications, managing office supplies, maintaining an organized work environment, and distributing important event-related information. Additionally, the coordinator is responsible for ordering and billing for services like coat checks and flowers, verifying banquet statements, and managing printed materials and sales collateral. The role also includes handling last-minute event changes, ensuring data accuracy in Delphi, faxing correspondence, taking meeting minutes, preparing reports, making room reservations, processing purchase orders, and ordering audio-visual equipment.

Requirements

High school diploma and a college degree in hotel or business administration are required.
Extensive experience in similar luxury establishment.
Experience in a similar operational area for a minimum of two years.
The specific strategic or operational knowledge needed to perform the job.
Basic secretarial/administrative knowledge such as business letter, BEOs and telephone etiquette is required.
Excellent telephone skills and manners. Ability to interact with fellow employees and clients of the hotel both via phone and in person.
Knowledge of hotel structure and how all departments interact.
Proficient in Microsoft Word, Excel, Power Point and Delphi.

Responsibilities

Ensure all billing requirements are met.
Answer all telephone inquiries in a pleasant, courteous and professional manner and ensure that all pertinent information is noted accurately and legibly and quickly communicated to Director of Meetings and Events or Catering Sales Managers.
Assist and handle all administrative needs of Director of Meetings and Events or Catering Sales Managers.
Prepare all written communications: memorandums, BEOs, contracts, sales letters, cover letters, thank you letters, mailings, collateral, etc.
Ensure that administrative operation has adequate par stock of materials necessary to perform all daily tasks and order supplies on regular basis.
Perform all administrative duties in a tidy, organized manner and maintain offices in an orderly and guest ready environment at all times.
Responsible for daily distribution of guarantee sheets, memos, reader boards and their accuracy. Must walk throughout hotel to deliver last minute events.
Responsible for ordering and correct billing of all coat checks.
Check all banquet statements and ensure their accuracy before the conclusion of all events.
Maintain a par stock of all printed menus and sales collateral as well as a stock of completed sale kits.
Print and assemble all table menus, place cards and tent cards as needed.
Place all flower orders as needed and ensure correct billing.
Communicate all last minute changes, additions and cancellations via telephone or hand delivered memo.
Ensure that all entries in Delphi are accurate.
Fax all necessary correspondence.
Attend all necessary meeting and take appropriate minutes.
Prepare all necessary reports: forecasts, pace reports, lost business reports, inquiries, booking reports, trace reports.
Make room reservations as needed and ensure the delivery of amenities.
Process all purchase orders and special requests.
Order all audio visual requests as needed.