Conference Services & Catering Coordinator

Conference Services & Catering Coordinator Part-time Job-Category: Administration & Support Job Type: Permanent Job Schedule: Full-Time Discover the essence of Maui at Fairmont Kea Lani, Hawai‘i’s only all-suite and villa luxury resort. Nestled on the pristine white sands of Wailea’s Polo Beach, this award-winning oceanfront paradise defines quintessential Hawaiian luxury with a state-of-the-art spa, island inspired cuisine and authentic cultural experiences. From full‑moon staff hikes and beach clean‑ups to appreciation luncheons and birthday holidays, our team provides endless opportunities to learn and grow in both your personal and professional development. Live and work in a place you love! What is in it for you Comprehensive benefits package (Medical, Vision and Dental) including extended benefits like: Basic life insurance, TDI and Long-Term Disability for regular Full‑time and Part‑time employees 401(k) One complimentary duty meal for all employees that work more than 6 hours per shift Food & Beverage discount at Fairmont Kea Lani (venue specific and discount may vary) Wellness Offerings Employee benefit card offering discounted rates worldwide in Accor Learning programs through our Academies Opportunity to develop your talent and grow within your property and across the world! Ability to make a difference through our Corporate Social Responsibility activities Take care of the little things and the big things where Conference Services & Catering (CSC) is involved. Your organizational skills and attention to detail will be well‑utilized as you assist the Director of Conference Services & Catering with the daily administrative tasks for the department. Hourly Rate: $31.00 Responsibilities Act as departmental liaison with internal & external customers in the absence of Managers or Director. Assist callers regarding inquiries and change requests. Effectively respond to general inquiries and direct/handle them appropriately. General document production and distribution, including contracts, amenity requests, turnover letters, BEO’s, pre‑convention booklets, group resumes and daily event reports. Process deposit checks, fax and retrieve departmental documents, mail outbound materials, check inbound mailboxes, monitor VIPs, implement cut‑off dates, mail runs and create booking files and purchase orders. Organize catering and/or convention booking files from date of departure and maintain accurate activities within files consistently. Assist CSC Managers in obtaining/confirming event‑related information, including meeting specifications, audio‑visual needs, rooming lists, technical needs, exhibit needs, food and beverage requirements, etc., with client; organize/distribute group resumes, conference agendas, event orders and floorplans to all operating partners accurately and in a timely manner. Handle internal events and block space efficiently to allow for revenue generation maximization while addressing internal needs. Establish and maintain rapport with clients, prior to, during and after conference, exceeding their expectations and encouraging repeat business. Update menus in Opera System as needed. Generate and distribute internal reports via email. Generate amenity and service requests; create amenity cards. Prepare deposit invoice for clients and obtain managers approval. Manage function room keys for Meeting Planner; ensure function rooms are properly keyed and manage inventory of keys with Meeting Planner. Maintain atmosphere of aloha spirit by providing engaging, personalized, timely, and efficient service to our discerning guests; be alert to all guests’ needs and requests. Schedule: Due to the nature of the hospitality industry, employees are required to work varying schedules, including overnight, weekends and holidays, to accommodate the business and demands of the hotel. Education High School diploma (or equivalent) and/or vocational training. Post‑secondary education in Hospitality Management would be an asset. Experience One year administrative assistant experience in the hospitality industry. Previous experience within luxury market, in similar or related role, preferred. All candidates must be in possession of identification proving authorization to work in the United States as defined in the Immigration Reform and Control Act of 1986 (IRCA). This position does not offer sponsorship of work visas. Resumes submitted that cannot fulfill these requirements will not be considered. Visa Requirements Applicants must be legally eligible to work in the United States. Diversity & Inclusion We are an inclusive company and our ambition is to attract, recruit and promote diverse talent. #J-18808-Ljbffr Fairmont