Catering and Events Coordinator

El Encanto, a Belmond Hotel, has been meticulously restored to capture all the romance and glamour that endeared it to both the local Santa Barbara community and visitors alike. Ninety-two quintessential, California-styled suites and bungalows dot the lush, terraced grounds featuring seven-acres of gloriously landscaped gardens with sweeping views of Santa Barbara and the Pacific Ocean. Original architectural features have been lovingly restored, including the historic, trellis-lined Arbor and Lily Pond. Modern additions to the expansive outdoor zero-edge pool and a new beautifully appointed boutique spa enhance the journey for today’s luxury-seeking guest.

Responsibilities : SCOPE AND PURPOSE :

The Catering and Sales Coordinator provides support to Catering Sales and Planning and all Sales efforts including supporting the Dir of Sales and Marketing and the BCO’s Meeting, Incentive and Tour Series groups.

The Catering Sales Coordinator is the main HMS system knowledge holder, coordinates and sells to clients and liaise with all of hotel departments seeking and providing information to create successful events. You are responsible for selling social functions, with and without room blocks.

MAIN DUTIES AND RESPONSIBILITIES :

• Update the By Program and forecast document weekly with actuals, by meal period.
• Plans events for clients independently and in tandem with the Catering Events Manager.
• Sends proposals and contracts to clients.
• Creates BEOs and Resumes.
• Co -Leads BEO and Resume Meeting.
• Does turnover Reports. reviews signed contracts, makes sure HMS / SCS matches contract terms.
• Processes the initial deposit and collects subsequent deposits
• Confirm payment schedule in HMS / SCS
• Creates Event folders and confirms that all information is in folder
• Performs Site Visits and on property execution of events.
• Creates cost estimates
• Prepares Wedding Kits
• Coordinates Wedding Tastings and their Preparation, Confirm space and chef availability for tastings
• Keeps up to date menus and floor plans for the team
• Updates the proposal form letter and email proposal with changes that occur with our offerings
• Keeps Inquiry Log updated Daily
• Inquiry Follow Up : E-mail and Phone, Log in Shared Drive
• Check the BEO Board Daily, Confirm all BEO’s and Floor Plans are up to date
• Enter in reservation detail in HMS / SCS for wedding blocks and Bride / Groom
• Handle Reservation Blocks : Create and enter in HMS / SCS
• Clean prior to event : Single vs. double, special requests, etc.
• Maintain strong client relations and ensure that event specifications are communicated and executed for a successful event experience for the planners and attendees.
• Produce and distribute event resume two weeks prior to first day of main group arrival and communicate any changes and updated information to hotel departments.
• Generate and distribute BEOs for event and affiliates 14 days prior to events.
• Distribute a list of upcoming events 30 days prior to arrival every week.
• Participate in site visits, menu tastings and plan meetings for upcoming group business.
• Send Secure Pay, verify credit information submitted in account management software system, to include estimated amount of master account and appropriate contact and update information as necessary until departure.
• Assure that the post group invoice is correct.
• Assure that all deposits are prepaid, including a “shore-up” deposit at 72 hours out for any last minute charges not covered by the contracted estimated revenue.
• Work with Reservations and the Front Office to ensure the guestroom blocking is consistent with the group’s expectations.
• Attend Sales & Catering meetings, to include detailed presentation of social catering event, its agenda and profile.
• Utilize HMS systems to effectively communicate booking information within hotel.
• Introduce and recommend house vendors as preferred vendors as determined with the revenue goal of the hotel. Maintain good working relations with preferred vendors of the hotel.
• Establish checklist trace dates using appropriate computer programs.
• Generate VIP and amenity notifications and order forms as required.
• Maintain open communication with all hotel HMS / SCS ting departments.
• Maintain up to date information on program and food and beverage events in hotel’s inventory management system.
• Sell to inquiries, quote menu pricing, send proposals, pursue leads, perform site visits, follow-up with clients, close on the business, send contracts to client, schedule and receive deposits, process definite turnover paperwork, create and receive counter-signed BEO’s, coordinate on-site guest event, handles all post event activities.

Be familiar with group reservations processes, systems, and operations. Responsible for inputting reservation information and business block information into a Property Management with speed and accuracy.

Assisting BCOs and other sales team members, enter group bookings and updating status in HMS / SCS .

Benefits :

We offer a comprehensive range of compensation, perks and benefits including :

Medical, Dental and Vision coverage. In addition, the company pays for basic life and AD&D as well as short term disability. Team members can choose additional coverage to include voluntary life / AD&D, spouse life / AD&D, dependent life, critical care, hospital indemnity, accident and flexible spending.

The Company offers paid time off, sick pay, a 401(k) program with company matching, and an employee assistance program. Team members also enjoy free cafeteria meals and discounts on food and beverage, spa treatments, and retail boutique items.

The Discovering Belmond program offers complimentary accommodation for team members while on leisure travel outside their region at any Belmond hotel and resort. It also offers food and beverage at a discounted rate. In addition to the complimentary offerings, discounted rates are available for safaris, trains and cruises.

This is your moment. Apply today!

Compensation is $23 per hour.

Salary : $23