CoralTree Hospitality

Catering and Conference Services Coordinator

Job Locations US-CA-Rancho Palos Verdes
ID 2022-1972
Category
Sales and Marketing
Position Type
Regular Full-Time

Overview

Provide administrative support to Catering and Conference Services Managers by ensuring the successful organization and management of all Catering and Group business.

Responsibilities

  • Develop and maintain all filing systems within the department
  • Distribute Banquet Event orders (BEO’s) in a timely and efficient manner
  • Ensure that all information is correctly loaded in Delphi
  • Maintain complete knowledge of hotel services, features, hours of operation and daily events
  • Run daily, weekly and monthly reports as needed
  • Assist Catering and CS Managers in all activities, including, but not limited to; BEO creation, group resume creation, client services, amenity forms, room inspections and reservations, restaurant and spa reservations, merging of documents, …
  • Provide general information: address guests' questions regarding hotel services and policies.
  • Answer the telephone and direct calls/messages to appropriate personnel or guests. Follows up on minor customer problems.
  • Retrieve and distribute departmental mail
  • Make photocopies and process as specified
  • Process all changes to BEO’s and complete BEO change log as needed
  • Insert banquet check numbers into Delphi
  • Assist managers in calling clients for their function guarantees
  • Attend designated meetings, take minutes, transcribe and distribute
  • Answer telephone inquiries
  • Assist managers in calling vendors for specified items
  • Continually audit and review office management and administration systems, implementing improvements where necessary and keeping the office appropriately stocked with supplies at all times
  • Comply with any other reasonable tasks requested by management and any reasonable request made by a guest
  • Ensure and maintain security and confidentiality of information relating to guest/employee data held within the hotel. Re-direct “press calls” at all times to the correct personnel and do not disclose any data to outside sources

 

Additional Duties & Responsibilities:

  • Perform all duties in a safe manner, observing all safety procedures and report all accidents and injuries in a timely manner
  • Be responsible for the cleanliness of the immediate work area as well as the general property
  • Be attentive to any objects, conditions, or actions that may risk accidents and/or injuries to a guest or fellow employee.  Report all unsafe conditions
  • Jewelry is prohibited except for wedding rings and watches and approved earrings for female employees.  Male employees may not wear earrings while on duty
  • Do not sleep on duty
  • Must subscribe to proper grooming, dress, and uniform standards as set forth by Company policy
  • Be courteous to all guests and fellow associates
  • Maintain behavior consistent with sexual harassment/hostile work environment policy as dictated in the Employee Handbook
  • Communicate effectively with peers, management, line and front of the house employees
  • Practice effective listening: (seek to understand)
  • Performs related duties as required

Qualifications

  • Typing 50-60 wpm and strong computer skills required. Salesforce experience preferred.
  • Pleasant disposition and professional appearance.
  • Strong communication skills, accurate cash handling and appointment making skills; ability to multitask
  • High School education or equivalent.
  • Strong Computer Skills required.
  • Must be able to speak, comprehend, read, and write English
  • Must have strong customer service skills
  • Must have ability to implement and uphold service standards
  • Must have ability to prioritize and organize work assignments
  • Must have ability to interact with all associates and resort guests
  • Must be able to effectively handle stressful, high-pressure situations
  • Must be able to exert up to 50 pounds of force occasionally and able to constantly lift, carry, pull or push up to 20 pounds of force

Must be able to stand or walk for long periods of time

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