Banquet Coordinator

POSITION OVERVIEW

The Banquet Coordinator provides administrative, sales, and event-planning support for the Catering and Food & Beverage operation at The Godfrey Hotel Chicago. This position is responsible for maintaining accurate event information, preparing and updating Banquet Event Orders (BEOs), coordinating event-related documentation and communication, and assisting with the planning and servicing of social and corporate functions in the hotel’s meeting spaces and rooftop venue.

The position is designed to develop progressively as the Coordinator gains experience with the venues, menus, systems, sales processes, and event operations. Following the successful completion of the introductory 90-day period, the Coordinator will assume responsibility for event deposits and billing. With continued development, the Coordinator will also be responsible for booking and servicing smaller groups and events, with the opportunity to take on additional sales and event responsibilities over time.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Support the Catering Manager / Assistant Director of Food & Beverage with the planning, detailing, and servicing of social and corporate events.
• Assist in fielding incoming catering inquiries by telephone and email, gathering pertinent event information and responding or directing inquiries as appropriate.
• Prepare, detail, review, and update Banquet Event Orders (BEOs), ensuring dates and times, attendance, room assignments, setup requirements, menus, beverage selections, audiovisual needs, special requests, billing instructions, and other pertinent event details are complete, accurate, and clearly communicated to the departments responsible for execution.
• Create, send, and maintain calendar invitations for all scheduled events and meetings, ensuring dates, times, locations, and relevant function details are accurately reflected and updated as changes occur. Also coordinate calendar invitations for client appointments, site visits, internal meetings, and other Catering department activities as needed.
• Enter all scheduled events and meetings into Tock and maintain accurate reservation records, ensuring event dates, times, spaces, guest counts, and other applicable details remain current as changes occur.
• Request customized group menu signs and other event collateral from the designated graphic designer with appropriate lead time, and proof all materials prior to approval for event names, menu items, spelling, pricing, dietary designations, dates, times, and other relevant details.
• Maintain organized electronic and physical event files, including correspondence, contracts, BEOs, menus, billing information, and other event-related documentation.
• Assist with client correspondence, proposals, menus, contracts, event documentation, site tours, and other Catering department responsibilities as needed.
• Serve as a point of communication between Catering and the teams responsible for executing events, including Banquets, Culinary, Food & Beverage, Engineering, and other departments as appropriate.
• Coordinate and communicate with the hotel’s Sales Managers when catering events include or relate to group sleeping-room business, under the direction of the Catering Manager / Assistant Director of Food & Beverage.
• Participate in BEO meetings and other event or operational meetings as required, communicating updates and following up on outstanding items.
• Assist with site inspections and client visits and provide accurate information regarding event spaces, menus, setup options, and other event details.
• Develop and maintain a thorough working knowledge of the property’s event venues and operations, including meeting spaces and rooftop areas, capacities, setup options, audiovisual capabilities, policies, pricing, and event procedures in order to anticipate operational needs and support successful event execution.
• Maintain strong knowledge of current food and beverage menus, including ingredients, preparation methods, common allergens, dietary restrictions, available modifications, seasonal offerings, and product availability, working closely with Culinary and Food & Beverage leadership to remain current on changes that may affect upcoming events.
• Assist with event setup and breakdown when appropriate, including placement of tables, chairs, signage, menus, and event materials, and review event spaces to help confirm that room arrangements and other details are consistent with the applicable BEO. Participation in setup and breakdown is also an important opportunity to develop an understanding of venue standards and event operations.
• Respond to client questions and requests in a timely and professional manner, escalating issues to the Catering Manager / Assistant Director of Food & Beverage when appropriate.
• Promptly keep the Catering Manager / Assistant Director of Food & Beverage informed of significant client concerns, operational issues, billing discrepancies, missing information, unusual circumstances, or other matters that may affect event execution or the client experience.
• Learn and apply the Catering sales process, including qualifying inquiries, preparing proposals, contracting events, collecting event details, and servicing groups from initial inquiry through event completion.
• Develop proficiency in the systems used to manage catering sales, event reservations, payment processing, and event billing, including Opera Sales & Catering, Tock, Simphony/Micros, and other systems utilized by the department.
• Following successful completion of the introductory 90-day period, assume responsibility for processing and tracking event deposits and assisting with billing and account reconciliation, including collecting and accurately recording payment information, billing instructions, and required financial documentation; reviewing charges for accuracy; and escalating discrepancies or exceptions as appropriate.
• As knowledge and experience develop, assume responsibility for booking and servicing smaller groups and events, including responding to inquiries, qualifying business, preparing proposals and contracts, detailing BEOs, communicating with clients, and coordinating event execution, with the opportunity to take on additional sales and event responsibilities over time.
• Identify appropriate opportunities to increase revenue within assigned events through food and beverage selections, upgrades, enhancements, and additional services that meet the client’s needs.
• Qualify and transition larger or more complex sales opportunities to the Catering Manager / Assistant Director of Food & Beverage, and identify inquiries that may include group sleeping-room opportunities for referral to the appropriate Hotel Sales Manager.
• Proactively follow up on assigned tasks, deadlines, client requests, deposits, billing requirements, and outstanding event details while maintaining professional and effective communication with clients, guests, coworkers, managers, and other departments.
• Bring your heart and mind. What sets great hotels and venues apart are employees who care. Be a consummate team player, take ownership of your responsibilities, and represent The Godfrey Hotel Chicago professionally with guests, clients, coworkers, and partners.
• Continue evolving and growing. Develop your knowledge of catering sales, event planning, venue operations, client servicing, and revenue generation. Seek opportunities to expand your skill set and assume increased responsibility as your experience develops.
• Perform other duties and special projects as assigned by management.

REQUIREMENTS & QUALIFICATIONS

• Previous experience in hospitality, catering, banquets, events, restaurants, hotels, sales support, or a related customer-service environment preferred.
• Strong attention to detail and the ability to review information carefully for accuracy.
• Excellent organizational and time-management skills with the ability to manage multiple events, projects, and deadlines, re-prioritize as needed, and maintain composure in a high-volume, fast-paced environment.
• Strong written, verbal, and interpersonal communication skills with the ability to interact professionally with clients, guests, coworkers, managers, Hotel Sales Managers, and operational departments by telephone, email, and in person.
• Proficiency with Microsoft Word, Excel, and calendar applications.
• Experience with Opera Sales & Catering, Tock, point-of-sale systems, or similar hospitality systems is preferred but not required.
• Ability and willingness to learn catering sales, event servicing, contracts, BEO preparation, menu planning, deposits, billing, and related revenue concepts, with the initiative and dependability to assume increased responsibility as experience develops.
• Ability to listen to, understand, and clarify client and operational requests and concerns, exercise sound judgment, and recognize when an issue should be escalated to management.
• Ability to work independently as well as collaboratively as part of a team.
• Bilingual proficiency in English and Spanish is preferred.
• Current Food Handler and BASSET certifications are preferred.
• Ability to attend required meetings and training, maintain a professional appearance, comply with applicable hotel and Oxford Hotels & Resorts policies and standards, and maintain confidentiality of hotel, company, and client information.

PHYSICAL REQUIREMENTS

• Ability to stand, walk, and navigate event spaces, service areas, stairways, and other areas of the property for extended periods, including up to 8–10 hours when business or event needs require.
• Ability to safely lift, carry, push, pull, or move items weighing up to 50 pounds and assist with event setup and breakdown, including moving event materials, tables, chairs, signage, and other equipment as appropriate.
• Ability to work varied schedules, including evenings, weekends, holidays, and extended hours when required by event and business needs.

The Godfrey Hotel Chicago is an Equal Opportunity Employer.

The Godfrey Hotel Chicago Mission Statement: Strive to exceed our guests’ expectations, one guest at a time.