Prince Waikiki: Catering & Conference Services Coordinator (Full Time)

Aloha and Welcome! Thank you for your interest in employment opportunities with Prince Waikiki on Oahu. We invite you to our dynamic team of hospitality professionals.

We are confident that our salary and benefits package will be attractive. In addition to competitive industry salaries, ambassador recognition programs, training, and career opportunities, we offer the following benefits: medical, drug, vision, and dental care, life insurance, paid vacation and sick leave, 401K, Health Reimbursement, discounted parking, dining and golf discounts, and more.

At Prince Waikiki, we're creating a hospitality company whose future is unlimited and whose values reflect the dedication and passion of our employees.


Our success is measured by the quality of the relationships we build with one another, our guests, and our strategic partners.


By seeking ways to add value to every encounter, we set ourselves apart from others and instill a sense of pride that is uniquely Prince. We invite you to share this journey with us.

Band 1

Catering & Conference Services Coordinator

Primary Responsibilities: Provides administrative support to the Catering and Conference Services Department by preparing BEOs, proposals, contracts, group resumes, VIP alerts, files, amenities, invoices, and monthly reports as needed. Manages and conducts initial vetting of incoming phone and email communications and RFPs before assigning them to the appropriate Manager or Director. Inputs and maintains customer information, booking details, inquiries, and traces in Delphi, and updates banquet menus in the system as needed.Participates in weekly BEO, departmental, and client pre-con meetings. Conducts site inspections and meets with clients on behalf of Managers and Directors as needed.

Essential Duties:

• Responds to Catering and Conference Services inquiries via phone, email, RFP platforms, and direct inquiries in a timely and professional manner.
• Vets and qualifies incoming inquiries by gathering pertinent event details, including date, attendance, event type, budget, space requirements, and other relevant information, and assigns qualified leads to the appropriate Manager or Director.
• Monitors RFP sourcing platforms, including Cvent, WeddingWire, The Knot, and Here Comes the Guide throughout the day to ensure inquiries receive a response within 24 hours.
• Books, coordinates, and services internal meetings and events.
• Inputs and maintains accurate client information, booking details, inquiries, activities, and traces in Delphi to ensure event information is current and complete.
• Updates banquet menus and upload new menu pricing in Delphi as needed.
• Prepares and distributes BEOs, revisions, group resumes, VIP alerts, and other event-related documents to the appropriate departments.
• Prepares proposals, contracts, invoices, and other client correspondence for Managers and Directors and distributes them to clients as directed.
• Assists Managers and Directors with event planning and coordination by gathering and communicating event details, following up on outstanding information, and maintaining accurate timelines and documentation.
• Coordinates and participates in weekly BEO, group review, departmental, and client pre-con meetings and communicates pertinent event information to the appropriate departments.
• Arranges client amenities, reservations, gift certificates, and special requests on behalf of Managers and Directors and maintains traces to ensure commitments and special touches are properly executed.
• Serves as a liaison between the Catering and Conference Services Department, clients, and hotel operating departments to facilitate effective communication and successful event execution.
• Coordinates and prepares department files, sales materials, coupons, sales blitz materials, client gifts, and other promotional or event-related materials.
• Conducts hotel site inspections, FAMs, and sales blitzes independently or alongside Managers and Directors as appropriate.
• Assists with the planning and coordination of smaller meetings and events and may manage assigned events from initial inquiry through execution under the direction of a Manager or Director.
• Follows with clients and internal departments regarding outstanding event details, contracts, deposits, invoices, menus, guest counts, and other required information.
• Prepares and submits department expense reports and supporting documentation in accordance with company policies and procedures.
• Prepares monthly department reports and works with Accounting to monitor and follow up on outstanding invoices and payments.
• Collaborates with the Marketing Department to ensure client data in Delphi is accurately maintained and effectively utilized for remarketing initiatives through Salesforce CRM.
• Assists with post-event follow-up, including client communication, final billing, survey, and other activities that support client satisfaction and future business opportunities.

Other Duties:

• Processes purchase orders in BirchStreet for invoices related to the Catering and Banquet Departments.
• Orders office and department supplies for the Catering and Banquet Departments as needed.
• Performs other administrative duties and assists with special projects and tasks as assigned by the Director of Catering and Conference Services.

Working Conditions:

• Normal office environment

Work Hours:

• Schedule is usually office hours, Monday through Friday, 8:30 a.m. to 5:00 p.m., or as needed and approved by the department head.
• Must be able to work a flexible schedule to meet operational demands.
• Must be able to work a minimum of 40 hours per week.

Equipment Use:

• Proficient in software including but not limited to Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint.
• Ability to effectively utilize Catering and Conference Services software, including Delphi, Social Tables, HMS, OpenTable, and Sertifi.

Mental and Physical Demands:

• Must be able to work under pressure and deal with situations which may be deemed stressful during busy periods.
• Must be able to work indoor and outdoor with occasional exposure to hot/cold/humid/rainy conditions.
• Must be able to multitask, prioritize, organize workload, and adapt to changing business needs in a face-paced environment to ensure deadlines are met.
• Must be able to observe employees in the workplace, evaluate their performance and productivity, determine areas of concern, provide leadership support and training to advance.
• Must be able to stand, walk and/or sit continuously to perform the essential job functions for the full duration of the shift.
• Must be able to push, lift and carry 25 pounds.

• Ability to work with minimal supervision.

• Ability to walk throughout the hotel and event spaces while conducting site inspections and to travel to client office locations as needed.

Communication Demands:

• Must be able to effectively communicate in English in person, over the phone, in writing to guests, ambassadors, clients and vendors promptly and professionally. Must be able to speak, read and write proficiently in the English language.
• Must be able to effectively communicate and lead a department.
• Must be able to effectively deal with internal and external customers, some require high levels of patience, tact and diplomacy to defuse anger and collect information.
• Must be able to effectively deal with guest and ambassador concerns in a friendly and positive manner, including listening to the nature of the concern, demonstrating empathy, patience, tact and diplomacy with the guest and providing positive and proactive solutions.
• Must be able to exercise judgement, supervise the work performance of others and develop subordinates to enhance advancement in the Hotel.

• Ability to speak, read and write clearly, effectively and professionally in the English Language internally and externally with clients, hotel colleagues, and business partners.

Minimum Qualification Requirements:

• High School Diploma or equivalent required.
• Two years of hotel, hospitality, catering, conference services, or related industry experience preferred.
• Knowledge of hotel and event operations and experience with catering/event management software preferred.
• College degree in Hospitality, Business, Tourism, or a related field preferred.

Any combination of education and experience that provides the required knowledge, skills and abilities necessary to perform the duties of the position

We appreciate your interest in joining our 'Ohana. Due to our numerous inquiries, only qualified applicants for posted positions will be contacted by phone or email provided on your employment application form.