Catering & Conference Services Coordinator

POSITION PURPOSE

The Catering & Conference Services Coordinator is responsible for all administrative duties as required to support the efforts of the Sales & Catering departments. The Catering & Conference Services Coordinator helps to ensure that each client, or prospective client, is given professional, accurate and timely information.

ESSENTIAL RESPONSIBILITIES

• Schedules and prioritizes workload to meet deadlines of all managers.
• Assigns leads and accounts to appropriate Sales or CS Manager based on deployment guidelines.
• Types and distributes all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.
• Maintains account files and ensures that all information is included in file, i.e. post convention reports, letters, fax information, etc.
• Professionally answers calls to the sales office and accurately takes messages, as applicable. Record messages legibly and completely. Deliver all messages in a timely manner.
• Effectively navigates computer database to find, input and revise information as needed, including but not limited to: running relevant reports, entering group information and notes, and blocking meeting space.
• Assists in generating proposals with information accurate and specific to each client.
• Assists with site inspections for the Sales team for both prospect and definite groups.
• Collaborates with Accounting Department on group billing as needed.
• Gathers materials and mails packages to clients as necessary.
• Takes detailed inquiry leads and submits to appropriate manager.
• Completes and distributes amenity requests for VIPs and cards; follows up on any changes.
• Attends designated meetings, take minutes, transcribe and distribute.
• Maintains up to date familiarity with all Hotel services, features and hours of operations to respond accurately to guest inquiries.
• Manages office supply and collateral inventory. Replenish as needed.
• Correspond with all colleagues, vendors and clients in a professional manner.
• Maintains accurate trace files and communicate daily traces to Catering and Convention Services (CCS) Managers.
• Prepares and distributes the Daily Event Sheet from the B.E.O.'s to all departments via email.
• Accurately processes and prepares B.E.O.'s to meet specifications given by clients, departmental procedures, and/or 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 Managers for verification of information listed.
• Complete and distribute additional necessary reports on a daily, weekly and monthly basis as needed.
• 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 Sales and Managers.
• Maintain confidentiality and of hotel and client information, correspondence, reports and files.
• Maintain knowledge of, and comply with, all hotel and departmental policies and procedures.

QUALIFICATIONS:

• Proficient computer skills are required: Delphi, PEP, , Cvent, Microsoft Office, Excel, Word, etc.
• Experience with Hilton preferred.
• Must have excellent written and oral communication skills in fluent written and spoken English
• Previous reservation experience in both group and leisure segment
• Must have proven customer service ability, including handling complaints
• Experience in a sales environment is required
• Hospitality experience required, preferably in a lifestyle setting
• Four year college or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience required.

PHYSICAL DEMANDS

• Environmental conditions are inside, a job is considered inside if staff spends approximately 75 percent or more of the time inside. Temperature is moderate and controlled by hotel environmental systems.
• Must be able to sit at a desk for up to four (8) hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task.
• Must be able to stand and exert well-paced mobility for up to four (4) hours in length.
• Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
• Must be able to exert well-paced ability in limited space and to reach other departments of the hotel on a timely basis.
• Must be able to lift up to 45 lbs. as needed.
• Must be able to push and pull carts and equipment weighing up to 250 lbs.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening, and hearing ability and visual acuity.
• Hearing, smelling, tasting, and visual ability to observe and distinguish product quality and detect signs of emergency situations.
• Talking and hearing occur continuously in the process of communicating with other staff, guests, and supervisors.
• Vision occurs continuously with the most common visual functions being those of near and color vision and depth perception.
• Must be able to bend, stoop, squat and stretch to fulfill cleaning tasks occasionally.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly, and other office equipment as needed.
• Ability to work primarily with fingers to pick, pinch, type and carry out substantial movements (motions) of the wrists and hands as well.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

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, using some other combination of knowledge, skills, and abilities:

• Must be able to speak, read, write, and understand the primary language used in the workplace.
• Requires good communication skills, verbal, written and electronic.
• Considerable knowledge of complex mathematical calculations and computer programs.
• Must have excellent leadership capability and customer relations skills.
• Must be detail oriented with outstanding organizational and communication skills.
• Must possess intermediate computer skills.
• Must Possess basic computational skills.
• Knowledge of computer programs, math skills as well as budgetary analysis capabilities required.
• Ability to analyze, foresee user needs, and makes judgments to ensure proper tools are provided at property level.
• Ability to effectively deal with internal and external customers some of whom will require high levels of patience, tact and diplomacy and collect accurate information to resolve conflicts.
• Knowledgeable about basic function of Windows OS, MS Office, PMS, PBX, Key system, and POS.
• Self-driven and able to work independently
• Exceptionally strong in issue resolution and proven analytical skills with a strong attention to detail
• Thorough knowledge of federal, state and local laws governing equal employment opportunity and civil rights, occupational safety and health, wage and hour issues, and labor relations, including, but not limited to the following statutes and their state and local analogues (where applicable): Title VII, ADEA, Equal Pay Act, Pregnancy Discrimination Act, FLSA, ADA, OSHA, FMLA, and NLRA.

GROOMING

All Staff Members must maintain a neat, clean and well-groomed appearance per Azul Hospitality standards. Refer to the property specific required grooming and uniform standards policy.

ATTENDANCE

Regular attendance in conformance with the standards, which may be established by Azul Hospitality, from time to time, is essential to the successful performance of this position. Staff with irregular attendance / tardiness will be subject to disciplinary action, up to and including termination of employment. Upon employment, all staff is required to fully comply with Azul Hospitality rules and regulations for the safe and effective operation of the hotels facilities. Staff members who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment. Due to the cyclical nature of the hospitality industry, staff members may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required. This job description is not an exclusive or exhaustive list of all job functions that a staff member in this position may be asked to perform from time to time.