Catering Administrative Coordinator

Job Summary

The Catering Administrative Coordinator supports the Sales & Events departments. This position reports to the Director of Catering, adheres to Company standards and accepts other responsibilities as assigned.

Essential Job Functions

This description is a summary of primary responsibilities and qualifications. The job description is not intended to include all duties or qualifications that may be required now or in the future. The Hotel operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting times, and hours worked in a week.

• Support the Sales & Catering team administratively including correspondence, preparing reports, and assisting with reservations.
• Provide telephone and message support for the department and respond to inquiries in a timely, clear, and pleasant manner.
• Exercise decision making skills to direct requests both internal and external.
• Maintain guest profiles, contacts and additional necessary records used in the Sales & Catering operation.
• Assist the Sales & Catering team with the preparation of contracts, proposals and addendums and track the completion status.
• Act as liaison between Sales & Catering Managers and clients in Sales & Catering Managers' absence. Take booking inquiry information via phone and prepare proper paperwork.
• Handle reservations for VIP guests and clients.
• Ensure that all arrangements, including upgrades and amenities, are handled properly.
• Coordinate with other departments through verbal and written instructions.
• Block group & meeting space specifications and ensure that accurate information is collected and entered in the reservations system.
• Communicate with all hotel departments as appropriate. Ensure prompt attention to time sensitive requests by hotel colleagues.
• Order office supplies and collateral inventory for Sales & Catering Department and Executive Offices.
• Complete additional projects as assigned.
• Assists sales and catering team in the preparation of Banquet Event Orders and internally distributes to departments when necessary.
• Assists front office team, General Manager and sales team with travel agent and corporate reservations.
• Assists sales, catering, and accounting team with scheduling, collecting, and ensuring accurate and on time delivery of group deposits.
• Prepares detailed and quality Group Resumes and internally distributes to all necessary departments to proactively and appropriately convey pertinent group information to team.

Knowledge, Skills & Abilities

• High School Diploma required; bachelors degree preferred.
• 1-2 years administrative support experience, additional hotel front desk experience is preferred.
• Must be self-directed, motivated and demonstrate intuitive customer service and interpersonal skills.
• Effectively deals with internal and external customers, with high levels of patience, tact, and diplomacy.
• Communicates clearly, concisely, and openly in all interactions.
• Has exceptional attention to detail, organizational, analytical and time management skills.
• Multi-tasks and prioritizes in a fast-paced work environment.
• Exercises sound judgment: evaluates situations and utilizes appropriate and creative resources to solve problems.
• Is technologically savvy, with a working knowledge of Microsoft Office, Delphi, PMS.

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.