Catering & Conference Services Coordinator

Alohilani Resort Waikiki Beach

Assist the Catering & Conference Services Department in servicing pop up groups, small meetings, rooms only bookings as well as providing administrative support; answering phones; handling & responding to correspondence/e-mails; coordination of appointments/schedules/site inspections; filing; incoming/outgoing mail. Initiates and updates contract agreements, event orders and the Delphi & Opera system with accuracy. Supports Director of Catering & Conference Services with Delphi weekly & monthly reports as well as additional support to overall team with rooms reservations; amenities; other. As needed, conducts sites of the banquet facilities and coordinates request for function space and services.

Responsibilities include:

• Answer telephone and email messages. Respond accordingly.
• Open and distribute mail.
• Maintain and stay abreast of the latest computer programs/innovations (as applicable).
• Filing of all pertinent correspondence in a timely manner.
• Type all correspondence pertaining to department.
• Maintain adequate inventory of office supplies.
• Responsible for the smooth operation of the office.
• Type and distribute meeting minutes.
• Maintain trace file as needed.
• Prepare Banquet Event Orders (BEOS) as per client needs (Catering Only)
• Assist with daily operations of the Business Center as needed.
• Assist in copying/faxing/mailing.
• Greet guests/clients/employees when necessary.
• Attend meetings/training as required by management.

Qualifications include:

• High school diploma or equivalent required. Bachelor's degree with emphasis in either food/beverage, hospitality, business, marketing, sales and/or communications or related preferred.
• Minimum of one to two (1-2) years administrative experience in a fast paced environment required.
• Prior experience in a catering/conference services office preferred. Luxury hotel experience highly desirable.
• Must have ability to multi-task, excellent attention to detail, and providing excellent customer service.
• Requires good communication skills, both verbal and written.
• Must be service oriented and capable of communicating effectively with persons involved in all levels of authority, both internally and externally.
• Must possess computer skills, including, but not limited to, Microsoft Word, Excel, Outlook, and Microsoft PowerPoint.
• Prior working knowledge of property management systems preferred. Opera & Delphi.
• Must be able to work under pressure in a fast paced environment.
• Must have ability to work independently and to prioritize.
• Maintain a professional working environment and attitude.
• Must be flexible in scheduling, some weekends/evenings will be required.
• Maintain a warm and friendly demeanor at all times.
• Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must be able to listen to, understand, and clarify concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
• Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to cross-train in other hotel related areas.
• Must be able to maintain confidentiality of information.
• Must be able to show initiative, including anticipating guest or operational needs.
• Perform other duties as requested by management.

Benefits include:

• Medical insurance, dental insurance, vision insurance, life insurance, short-term and long-term disability insurance401(k) Retirement Plan with employer matching contributions
• Paid holidays
• Paid vacation
• Paid sick leave (provided in accordance with applicable law)
• Employee assistance program (EAP)
• Educational opportunities / Tuition reimbursement
• Paid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law

For Employees Based in Washington:

• 8 paid holidays per year
• Up to 20 days of paid vacation per year, based on classification and length of service
• Paid Sick & Safe Time accrues at 1 hour for every 30 hours worked, with up to 72 hours of unused time carried over from one anniversary year to the next.

For Employees Based in Colorado:

• 8 paid holidays per year; employees working in the City of Denver receive 64 hours of designated holiday time per calendar year
• Up to 20 days of paid vacation per year, based on classification and length of service
• 6 days or 48 hours of Paid Sick Leave per year, accrued at 1 hour for every 30 hours worked.

For Employees Based in California:

• 8 paid holidays per year
• Up to 20 days of paid vacation per year, based on classification and length of service, capped at 1.5x annual accrual rate; non-supervisory employees working in the City of Los Angeles accrue up to 22 days of Compensated Time Off, based on length of service capped at 192 hours of combined PST and CTO.
• Paid Sick Time accrues at 1 hour for every 30 hours worked, unused time is carried over from one anniversary year to the next up to a maximum of 80 hours; employees working in the City of Los Angeles are provided 40 hours of Paid Sick Time annually on their anniversary, unused time is not carried over from one anniversary year to the next.