Catering Coordinator

Job Summary

The primary purpose of this position is to provide support to the Local Catering Sales team, assist in growing our Local Catering business (Weddings, Galas, Bar/Bat Mitzvahs, Holiday Parties, etc..), follow-up on catering inquiries and enhancing overall customer service, guest satisfaction and revenue goal achievement.

Essential Functions

• Responsible for all incoming calls for the catering department – answering phones, directing calls, handling inquires through the website, following up on voicemail.   Office standard is to return calls same day.  No longer than 24 hours.
• Assist Catering division in the execution of Catering events (weekday and weekend) as directed and needed by the department.
• Ensure accuracy in Delphi data input
• Create and maintain historical Local Catering records
• Flexible work schedule to include nights and weekends (Mainly 9am to 5:30pm Monday-Friday) as needed based on business demand
• Follow up on leads and client requests as requested
• Assist with Client proposals using Eproposal/Cendyn
• Extensive Computer skills and proficiency in Microsoft Office (Word, Excel) required
• Trace lost business or dormant files of past events to solicit on behalf of Lansdowne.
• Prepare booking recaps, contracts, catering event orders, proposals and cost estimates when necessary.
• Attention to detail as well as strong organizational and time management skills
• Must have extensive knowledge of Food and Beverage etiquette, guest relations and service standards.
• Ability to read, write and speak the English language fluently to interact with clients.
• Ability to analyze and respond to client needs
• Basic mathematical skills to complete reports via Delphi and Point of Sale
• Ability to multi-task and work under time pressures
• Interpersonal skills to provide overall internal and external guest satisfaction.
• Maintain and create all Catering collateral packets for the front desk
• Attend weekly meetings to include Conference Review, Sous Chef and Staff, when requested
• Process Internal documents in a timely manner

Other Duties

• All Associates are required to fully comply with hotel and departmental rules, regulations and policies for the safe, secure, effective and environmentally friendly operation of the hotel facilities.   Examples include, but are not limited to lost and found procedures, emergency procedures, recycling efforts, etc.
• Attend and participate in all hotel and/or departmental meetings, training sessions and other information meetings.
• Regular attendance in conformance with hotels standards is essential to the successful performance of this position.
• Comply with hotel grooming standards for both uniformed and non-uniformed associates.
• Comply with hotel service and behavioral standards towards our guests, vendors and fellow colleagues, including, but not limited to ensuring proper phone etiquette, courteous and respectful behavior and maintaining a friendly and positive attitude.
• Perform all other duties as directed by management that are consistent with the policies and procedures of the resort.

Working Conditions & Physical Requirements

Physical Effort:

Significant portions of day require prolonged sedentary work.   Ability to visually review documents and computer screen throughout day.

Physical Environment:

Ability to walk or stand for extended periods of time during course of shift. 

Manual Skills

Significant portions of daily assignments involve application of manual skills requiring motor coordination in combination with finger dexterity, e.g., typing, handwriting, or machine operations.

Work Schedule:

 Due to the cyclical nature of the hospitality industry, Associates may be required to work varying schedules to reflect the business needs of the hotel.

Safety:

Responsible for operating within hotel safety guidelines, including the safe and responsible operation of hotel equipment. Reports and addresses safety concerns as they arise.  Ensures safe handling of chemicals in accordance with hotel and department standards and utilizes proper personal protective equipment (PPE) when appropriate.

Qualifications

Education:

High school diploma or equivalent vocational training certificate required.  Some college or college degree preferred.  Degree in hospitality management preferred.

Experience:

Prior experience within a four-star hotel brand preferred.

Computer Skill & Other Technical Skills:

Ability to utilize computer software and hardware required.    Ability to easily maneuver on computer keyboard required.

Ability to learn, utilize and communicate effectively via company issued communication devices (e.g. Nextel phones, etc).

Communication:

Advanced ability to comprehend and speak English to understand and respond to information and address advanced guest requests required both verbally and in writing. Knowledge of additional language(s) preferred.

Licenses or Certifications:

n/a

Other:

Must be customer-service oriented and have excellent hospitality skills.

Must be able to calculate basic mathematic functions.