Catering & Conference Services Coordinator

Temps plein

Overview

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

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 CCS 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 CCS 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 CCS and CCS 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: Opera PMS system, Cvent, Microsoft Office, Excel, Word, etc.
• Experience with Delphi 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 an upscale resort 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.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link:

EEOC is the Law Poster.

Omni Hotels & Resorts does not discriminate on the basis ofany protected category with respect to the payment of wages.

If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to: applicationassistance@omnihotels.com.