Catering Coordinator

Primary Objective Of Position

Responsible for supporting the Director of Catering on all catering business. Responsible for working with Catering Sales and Conference Services Managers on assigned catering business to effectively serve the needs of hotel clients. Handle details of definite groups, i.e. client introduction, menu planning, room setup, in order to effectively serve the needs of hotel clients.

Responsibilities And Job Duties

• Enter data (operates various word processing and other software packages including Delphi, Word, Excel, PowerPoint,and Opera on a personal computer) at 55 WPM to produce contracts, correspondence, forms, memorandum and other documents. Understands written and verbal instructions in English.
• Answers telephone and responds to caller inquiries, speaking in a clear and pleasant manner. Exercise decisions making skills to direct caller requests. Accurately records messages for the staff and distributes written messages to the staff member's office in a timely manner.
• Works with all departments to coordinate any special needs/request of clients including site inspections.
• Coordinate, direct and oversee small events as required based on the needs of the Hotel.
• Accurately and in a timely manner, completes typing of dictation and handwritten materials such as menus, letters, memos, proposals, contracts, BEO's, mailing lists, gifts, etc. as requested by the Director of Catering and Sales Managers.
• Accurately completes distribution of BEO's, 10 day catering report, competitor/in-house reader board, change log, site sheets and contracts on a daily basis using the correct office procedure,
• Attends weekly BEO and resume meetings with all operational department heads to discuss food and beverage details of upcoming groups.
• Greet the group contact upon arrival and go over last-minute details. Act as on-site contact for clients with catering events are in-house.
• Responsible for coordination of all catering group related business including but not limited to issuing event contracts, menu planning, coordinating audio/visual equipment, rooming lists and resumes in a timely manner.
• On a daily basis, completes photocopying, faxing, files and filing as required to maintain up-to-date files and outgoing mail in accordance with internal audit procedures.
• Work with credit manager to follow up on credit applications and billing issues for groups.
• Attend client meetings and entertainment with sales managers as needed.
• Represent the hotel at trade shows as specified by corporate trade show attendance guide.
• Assist other departments when necessary.
• Assembles catering kits for guests, keep inventory on hand.
• Completes and processes various forms such as check requests, registration form, purchase orders, etc. as required.
• Attends the department's monthly Sales Meeting as well as participates in other committee/ project groups as assigned.
• Distribute outgoing and inter-office mail and documentation throughout hotel and to mail room.
• Answers telephone for other individuals within department their absence from the office.

Special Skills Required

• Basic administrative knowledge such as business letters, formats and telephone etiquette.
• Excellent telephone skills and manners, ability to interact with fellow employees and clients of the hotel, both via phone and in person.
• Working knowledge of Word, Excel, Delphi and Landmark.
• Ability to read, write and speak the English language, using excellent grammar and communication skills.
• Ability to input data into a work processor at a rate of 55wpm.

Education Required

Any combination of education and experience equivalent to graduate from high school or any other combination of education, training or experience that provides the required knowledge skills and abilities. High school diploma required.

Experience Required

• 1-2 years' experience in an administrator position preferred.
• 1-2 years' experience in a Food & Beverage or Catering environment.

Licenses Or Certificates

No special license required. Completion of WordPerfect training preferred.

EOE, Including Disability/Veterans