Catering Coordinator

Catering Coordinator

SPIRE Hospitality is a management company specializing in creating memorable guest experiences and delivering best-in-class service at our hotels and resorts across the country. We ensure you have the support, tools and opportunities you need to get the job done, grow as an individual, and excel in your hospitality career. We offer a comprehensive full-time benefits package consisting of early pay or earned wage access, medical, dental, vision, pet discount program, identity theft protection, pre-paid legal support, flexible spending accounts, matched 401K, life, critical accident or illness, short- & long-term disability, paid time off, wellness programs, wonderful hotel discounts and much more.

Join our Catering Team and be a driving force in delivering exceptional Guest Services! As a Catering Coordinator, you will play a pivotal role in ensuring the smooth operation of our hotel's function. To assist the director and other managers with clients and hotel personnel in the handling of catering accounts. To process letters, proposals and contracts accurately and in a timely manner. To answer telephones in accordance with standards. To maintain filing, trace and office services in accordance with normal operating procedures.

Essential Job Functions:

• Promptly answer telephone calls following standards using clear and positive communication.
• Communicate information accurately to manager and disseminate information and facts to relevant accounts and concerned departments.
• Type correspondence, proposals and contracts as directed by management.
• Process contracts for relevant department.
• Learn and use all aspects of the Marriott CI/TY sales system.
• Qualifying sales leads and sourcing them to respective managers.
• Distribution of memos, contracts, resumes, room requests and amenities to relevant departments throughout the hotel.
• Copy, scan and FAX necessary documentation for clients and hotel use.
• Politely converse with clients to handle and avoid confrontations.
• Respond to inquiries with accurate information and record in all relevant files.
• Promptly respond to request for information on hotel facilities and menus.
• Listen and extend assistance in order to resolve problems such as price conflicts, menu description, banquet facilities, guarantees and seating charts. Remain calm and alert especially during emergency situations and heavy hotel activity. Plan and implement detailed steps by using experienced judgment and discretion.
• Maintain accurate, necessary payroll records, time sheets and distribute to finance in timely manner. Monitor and order necessary office supplies for department. Maintain filing system in accordance with company standards. Log pertinent account information in files. Maintain necessary copies of contracts and correspondence in orderly and accurate manner. Maintain current files and contracts in accordance with minimum standards.

Specific Job Knowledge and Skills:

• The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.
• Ability to effectively deal with internal and external customers.
• Basic knowledge of mathematics and calculator skills to prepare mathematical calculations without error.
• Ability to communicate effectively both verbally and in writing in order to interact with vendors and department heads.

Other Expectations:

• Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.
• Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel.
• Upon employment, all employees are required to fully comply with rules and regulations for the safe and efficient operation of hotel facilities. Employees who violate Hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.

Supportive Functions:

• In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the hotel.
• Conduct tours of ballrooms and meet with clients as needed.
• Pass on incoming information and messages to clients when in-house.
• Purchase gifts for clients as directed; deliver packages and faxes.
• Learn and use MARSHA, PMS, Social Tables.
• Assist with ordering amenities for clients.
• Assist other departments as directed by management. For example, fill-in for administrative staff on leave in other departments.

Qualifications:

• Education: Any combination of education and experience equivalent to graduation from high school or any other combination of education, training or experience that provides the required knowledge, skills and abilities. Knowledge of computers essential.
• Experience: Hotel or other office hospitality experience preferred. Computer skills necessary. Confident utilizing MS outlook, Word, and Excel.
• Pay rate range: $20 - $21 per hour

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.