Catering Coordinator

Job Description

Job Description

Job Title : Catering Coordinator

Department : Sales

Supervisor : General Manager and Director of Sales

Summary

Administrative support to Sales Managers and Director of Sales for any correspondence that pertains to the hotel. Finalize and detail all meeting room and sleeping room groups and ensuring proper communication to the operations staff.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Provide the highest quality of service to the customer at all times, set example for immediate and hotel wide staff.

Take inquiries and walk-ins that come into the hotel for group and / or meeting room business in the absence of the Sales Manager.

Handle all social inquires and social business walk-ins.

Must be able to analyze business to make profitable decision for the hotel whether or not it fits, quote rates and quote room rentals.

Responsible for preparation and distribution of all outgoing correspondence pertaining to your property from the Sales Managers and Director of Sales i.e. faxes, proposals, contracts, thank you letters, regret letters, sales kits, comp night certificates

Responsible for catering events as follows : prepare banquet event orders, send out banquet event orders to clients, place banquet orders with catering company, call clients for guarantees and let caterer know final count, greet all meeting room & social event contacts prior to events, advanced payments, direct bill authorizations, credit card authorizations, check in with contact during break times and lunch and after the event

Post Meeting Room charges

Responsible for sales file maintenance

Make sure collateral is in stock. Bring to attention of Sales Manager when running low on any collateral.

Monitor meeting room rental and revenues on a continuous basis

Maintain close relations with the top accounts.

Monthly visits to clients you deal with regularly to thank for business. Often times will be joint calls with Sales Manager or Director of Sales

Clear understanding of all selling strategies set by Revenue Manager to ensure revenue maximization

Supervisory Responsibilities

This job has no supervisory responsibilities.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies :

Managing Customer Focus - Promotes customer focus; establishes customer service standards; provides training in customer service delivery; monitors customer satisfaction; develops new approaches to meeting customer needs.

Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

Attendance / Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.

Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and / or Experience

Minimum of 2 years in a focus service or full-service hotel sales environment or equivalent

Functionally qualified to perform tasks using Microsoft Office Tools, Excel, Word, and PowerPoint.

Language Skills

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

To perform this job successfully, an individual should have knowledge of Database software. Computer literacy, Microsoft Office.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally required to stand; walk and sit. The employee must occasionally lift and / or move up to 25 pounds.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.