Sales Catering Coordinator

Garden of the Gods Resort and Club•Colorado Springs, CO

1d•Onsite

About The Position

Provides ongoing support to the Sales & Catering department and Membership Sales Manager. Promotes a proactive work environment that creates an atmosphere of teamwork and quality service. Performs other job-related duties as assigned by management to achieve the established goals of the Sales & Catering team, department, and clients. This role involves fielding inquiries, coordinating event paperwork, working with other hotel departments, assisting with client site visits, and managing all in-house meetings and events. The coordinator is responsible for maintaining customer files, entering event data into the sales system, preparing necessary information for other departments, and handling canceled agreements. Additionally, they manage event menus and signage, and maintain post-event files, ensuring all invoices, receipts, and closing inventories are kept up-to-date. The position requires excellent communication skills, participation in meetings, and adherence to safety and company guidelines. Embraces company virtues and upholds the brand, culture, vision, mission, and values, with empowerment to resolve issues and provide excellent guest service.

Requirements

1 Year Delphi Classic, Delphi FDC, Opera Sales & Catering or similar sales & catering software
Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
Room diagram software's such as Meetings Matrix, Allseated, or Social Tables
Valid Driver's License Required
CPR Certification
Food Protection Manager Certification
Food Handler Certification
Alcohol Server/Seller Certification

Nice To Haves

Preferred knowledge of Jonas, Micro's software or other similar business enterprise or POS related programs
2+ years previous Coordinator experience within luxury resort market or similar role preferred.

Responsibilities

Default Lead Coordinator to field inquiries and forward questionnaires to potential clients and advise Sales Managers once the questionnaire has been returned.
Drafts and coordinates event paperwork, including but not limited to contracts, credit card authorizations, group event orders and work requests.
Work with other departments within the hotel to provide quality service to customers and members.
Assist with client site visits as requested by sales team.
Responsible for all In-House Meetings and Events to include booking, planning, coordinating, and creating BEO's as needed.
Maintains customer file management according to GGRC standards for all events.
Enter contractual event data for programs into Delphi FDC (sales system) on an as needed basis.
Upon receipt of a signed contract, ensure that the data in the Delphi FDC system is accurate with guest rooms, banquets, catering, and event space requirements.
Prepare copies of the necessary information for Conference Planning, Accounting and Group rooms, turnover process (i.e., turning a file "definite"), as well as the handling and processing of the canceled agreements.
Responsible for Event menus and all signage to include directional signs.
Performs other related duties as outlined by Sales & Catering Managers and Director of Sales & Marketing.
Maintains post-event files and ensures invoices, receipts and closing inventories copies are maintained and records actual final guest count and revenues in Delphi.
Maintains complete and in-depth files on all future and past events and private parties as directed by departmental standards as a backup to Catering as needed.
Attend training as assigned.
Practice and observe safety rules and regulations and encourage others to do the same.
Timely participates in morning stand up, weekly operations meetings and staff meetings as required.
Follows the company's guidelines for daily professional attire, appearance, and grooming.
Greet every guest, member, and team member with "I Am Proud" standards and set a positive tone for every interaction.
Provide extraordinary service that is "Enriching by Nature."
Embrace, embody, demonstrate, and encourage wellness and the STRATA virtues through interactions, performance, and commitments.
Uphold the Garden of the Gods Resort and Club's brand, culture, vision, mission, and values.
Be empowered to make things go right if they go wrong.
Give the guest/member a fond farewell.
Address feedback by utilizing the LEARN Model.
Comply with company policies and procedures.
Interface positively with other departments, helping when needed.
Displays care for the use of equipment and maintain an organized and professional work environment.