What are the responsibilities and job description for the Catering Coordinator - La Concha Resort position at The Condado Collection?
Overview
The Condado Collection is a collection of hospitality properties in Puerto Rico ranging from classic and modern luxury full-service hotels, to fine dining and entertainment.
La Concha Resort is a modern luxury resort in Condado, Puerto Rico with history dating back to 1958. Epitomizing the fun “Latino Chic” lifestyle, offering stylish amenities and a hot nightlife to all guests. We aim to create experiences and inspire journeys not only for our guests, but also our workforce. We are confident that our team members are the key in delivering passionate and authentic hospitality service. Let’s create a collection of memories together!
Responsibilities
- Serve as the primary point of contact for clients for the initial inquiry.
- Manage catering inquiries via phone, email, and in person.
- Provides exceptional customer service for our high-profile clients, ensuring seamless execution of events and catering functions.
- This role requires a detail-oriented and highly organized individual to coordinate all aspects of catering operations for weddings, corporate meetings, social events, and private functions within a luxury hotel environment.
- Collaborate with the catering sales team to coordinate with other hotel departments (e.g., kitchen, housekeeping, front desk) to ensure seamless event execution.
- Make sure that contracts are signed and put into the files prior to the function dates.
- Organize and maintain catering files and report systems.
- Prepare BEO’s for all in-house events.
- Troubleshoot any on-site issues during the events to ensure client satisfaction.
- Assist in preparing event setups floor plans.
- Prepare and update daily the BEO’s Binder so it has all the necessary documents for the BEO Meeting to review all upcoming events.
- Support catering sales efforts by responding to leads and inquiries.
- Assist Catering Managers’ in generating invoices and ensuring timely billing.
- Ensure that engineering, housekeeping, and all departments receive relevant BEO's by using the BEO's distribution report.
- Check and prepare the 10-day catering event report and distribute via email
- Knowledge of reservations procedures (i.e., room booking and room blocking).
- Follow-up with the VIP’s arrival to ensure the guestrooms are ready on time.
- Assist the catering sales team with amenities and special deliveries.
- Ensures the office administration runs smoothly.
- Assist the catering managers with scheduling new client visits and calls.
- Assist the Director of Catering by following up with the Catering Managers to ensure all daily and weekly procedures are followed.
- Develops and maintains relationships with key clients to produce corporate, group and convention business.
- Follow all company and safety and security policies and procedures; report accidents, injuries, and unsafe work conditions to the manager; and complete safety training and certifications.
- Develop and maintain positive working relationships with others.
- Ensure personal appearances are clean and professional, maintain confidentiality of proprietary information.
Qualifications
- Hospitality oriented
- Hotel experience is a plus.
- Previous sales, administrative and/or customer service experience required
- Prefer knowledge of computer programs: Microsoft Word, Outlook, Excel, PowerPoint, and Opera.
- Strong communication and interpersonal skills, diplomatic, tactful, customer-focused with a professional phone manner and ability to interact professionally with staff, guests, the press, high profile and other external clients.
- Strong organizational and time management skills with proven ability to organize, prioritize and successfully manage multiple and shifting priorities, projects, and deadlines.
- Candidates must display a level of maturity and finesse to work with luxury and exceptionally demanding clients.
- Should work well under pressure, even with minimal supervision.
- Fully Bilingual (Spanish/English).
The Condado Collection is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law.
