Catering & Convention Services Coordinator

Overview The Catering and Convention Services Coordinator provides administrative support to the Catering and Convention Services Departments. The Coordinator will help to ensure that each client, or prospective client, is given professional, accurate and timely information. Responsibility Correspond with all colleagues, vendors and clients in a professional manner. Handle inquiry calls according to departmental procedures. Qualify space requests by obtaining pertinent information. Transfer calls and messages to the appropriate personnel. Record messages legibly and completely. Deliver all messages in a timely manner. Maintain accurate trace files and communicate daily traces to Catering and Convention Services (CCS) Managers. Establish and maintain filing system procedures and annual storage of catering/convention files. Prepare and distribute the Daily Event Sheet from the B.E.O.'s to all departments via email. Accurately prepare B.E.O.’s to meet specifications given by clients and/or CCS Managers. Process all changes to B.E.O.'s in a timely manner, following departmental procedures. Prepare the Weekly Event Sheet according to procedures and distribute to CCS Managers for verification of information listed. Complete and distribute necessary reports on a daily, weekly and monthly basis. Prepare posting reports for each function one day prior to scheduled event and distribute to the Operations staff. Organize all pre-con collateral and set up for Director of CCS and CCS Managers. Assist CCS Managers in contacting authorized vendors to coordinate arrangements for functions. Assist CCS Managers in site inspections. Assist CCS Managers in preparing proposals for prospective clients. Attend designated meetings, take minutes, transcribe and distribute. Complete and distribute amenity requests and cards; follow up on any changes. Maintain confidentiality and of hotel and client information, correspondence, reports and files. Review status of incomplete work and follow up actions with CCS Managers daily. Manage office supply and collateral inventory. Replenish as needed. Maintain knowledge of all Hotel services/features and hours of operation. Maintain knowledge of, and comply with, all hotel and departmental policies and procedures. Responsible for posting and managing Omni Charlotte social media channels to include, Instagram, LinkedIn, TikTok and Facebook Other duties as assigned. Qualification Ability to clearly communicate in English with guests, clients and hotel staff is required. Proficiency in MS Word, Excel and Power Point programs is required. Proficiency in Delphi is preferred. Previous hospitality experience is strongly preferred. Previous administrative experience is strongly preferred. Ability to multitask and complete a variety of tasks in an accurate and timely manner is required. Strong attention to detail is required. Strong customer service skills are required. #J-18808-Ljbffr PERG online