Catering Coodinator

JOB OVERVIEW

To assist the Catering Department by accurately and efficiently performing various office duties to administer the Sales and Catering function. This includes greeting, screening and assisting clients, detailing events, and filing for the Catering Department. Communicating all details and changes to the relevant departments.

• Ability to multitask and possess a high level of attention to detail.
• Ability to follow all appropriate policies and procedures while constantly striving to improve all standards of operation.
• Ability to follow safety and security procedures and will not pose a direct threat to the health/safety of self or others.
• Ability to plan, prioritize, organize, maintain concentration, and complete all work assigned.
• Ability to focus attention to performance of tasks despite frequent, stressful or unusual interruptions.
• Ability to communicate calmly with irate Guests, co-workers or supervisors in sometimes tense situations.
• Ability to perform job functions with minimal supervision.
• Ability to work cohesively with co-workers as part of a team.
• Treat co-workers and guests with courtesy, friendliness and respect and provide responsive service.
• Ability to meet or exceed productivity and performance standards and complete tasks assigned by supervisor or manager.
• Ability to understand and carry out instructions in verbal, written or diagram form.
• Ability to understand Guests' service needs.
• Ability to adhere to work schedule and arrive on time in a neat and alert condition and adhere to company dress standards.
• Ability to follow all appropriate policies and procedures while striving to improve all standards of operation.
• Ability to interact with people, particularly in resolving complaints and problems.

• Enter accounts and bookings for sales and catering team as needed.
• Type and complete Banquet Event Orders (BEO), and Banquet Checks from Delphi.
• Type and complete Group Resumes and Amenity Forms, and distribute to the appropriate department.
• Coordinate and print reader boards on a daily basis.
• Distribute daily and weekly reports to Department Heads & pertinent team members.
• Handle small pop-up groups.
• Type various forms of documentation such as contracts, memos, letters and proposals.
• Courteously and professionally answer telephone inquiries, transfer calls to appropriate Sales/Catering Manager, and take detailed messages.
• Courteously greet clients and quickly respond to their requests.
• Maintain accurate catering files for follow-up and future reference.
• Sort and distribute mail for the Sales/Catering office.
• Make copies for customers upon request.
• Email & Fax information to clients.
• Send Thank You cards immediately upon completion of function and promotional material to clients immediately upon request.
• Assist with the design and accurate preparation of statistical reports as needed.
• Act as a receptionist for manager and, when necessary, other department members, providing courteous and professional assistance to callers as required.
• Produce and distribute correspondence from written copy, or when required, use dictating equipment.
• Assist managers in the preparation of various reports and presentations.
• Accurately compose, produce and sign correspondence on routine matters. With specific permission, sign for Managers and release.
• Responsible for entering Sales contracts & create group blocks in Delphi & OnQ.
• Make reservations for group blocks, some individual reservations for long-term and repeat guests, and also for guests who have negotiated corporate rates.
• Make reservations for VIP reservations.
• Make room package reservations to include room and food and beverage reservations.
• Clearly communicate group information from Sales to Front office associates and ensure everything flows smoothly from the time of booking through check out.
• Pre-block team, group and VIP rooms.
• Assist Director of Catering, Director of Sales, Banquets and Front Office with miscellaneous tasks.
• Be familiar with the operating procedures of all other areas of the hotel, cooperating fully and in a friendly manner with those areas to assure customer satisfaction.
• Be a team player and encourage the teamwork attitude…