Job Description
Job Description
PLACE OF WORK :
Sales Office / Hotel and occasionally off-site supporting Catering and Conference Services Manager(s) directly and indirectly with clients and events
JOB OVERVIEW :
Event Coordinator is responsible for directly assisting / supporting all Catering and Conference Services Managers via the following (but not limited to) capacities :
- Answer telephone and respond to caller inquiries speaking in a clear and pleasant manner. Exercises decision making skills to direct caller's requests. Accurately records messages for staff and distributes the written messages to managers in a timely manner.
- Directly / indirectly supporting Catering and Conference Services managers with client / account needs / requests including being present at pre-planning meetings to understand clients expectations.
- Acts as a liaison between CCS Managers and clients in Manager's absence.
- Joint responsibility for opening and closing executive office as well as maintaining constant office coverage along with the Sales Administrative Assistant.
- Works with internal departments to reserve and plan in house meeting and events.
REPORTS TO :
Director of Sales and Marketing and Food and Beverage Director
KEY RELATIONSHIPS :
Internal : Sales Managers, DOSM, Conference Services Managers, Sales Administrative Assistant, Reservations, Front Office, Banquets, AV
External : Hotel clients / accounts, Hotel guests, University Partners
SPECIFICIATION :
Requirements are representative of minimum levels of knowledge, skills, and / or abilities or aptitudes to perform each duty proficiently.
Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or guests.
QUALIFICATIONS : Essential :
High School GraduateMust be able to speak, read, write, and understand the primary language(s) used in the workplaceMust have the ability to clearly and pleasantly communicate with guests, both in person and by telephoneMust have excellent communications skills : verbal and writtenAbility to compute basic mathematical calculationsIntermediate knowledge of computers and basic office equipmentDetail orientedMulti-task skillsPositive / Team player attitudeStrong relationship extensionDesirable :
A college education or training in the hospitality industry or HRMT graduatePrevious experience in hotel and / or catering environment that included supporting Sales Managers and / or Catering ManagersSKILLS : Essential :
Ability to utilize computer and basic office software (such as Microsoft Office - Word and Excel).Ability to focus attention on guest needs, remaining calm and courteous.Ability to understand guest inquiries and provide responses.Ability to promote positive relations with all individuals who come in contact.Ability to think clearly, quickly, maintains concentration and makes concise decisions.Ability to prioritize, organize and follow up.Ability to manage several projects or responsibilities with ease and but be able to handle projects through completion.Ability to focus attention on details.Ability to maintain confidentiality of all guest information and pertinent hotel data.Ability to work well under pressure within any given period of time, which includes coordinating several requests at any given time - multi-task oriented.Ability to perform job functions with minimal supervision.Ability to work cohesively with other departments and co-workers as part of a team and independently in a fast-paced environmentAbility to be flexible as the job demands warrant.Ability to analyze and resolve problems exercising good judgment.Ability to work flexible hours, including weekends, holidays and evenings if necessary.Must have professional image and personality exuding confidence and leadership skills.Be an ambassador to hotel at all times, in and outside of one's workplace.ESSENTIAL JOB FUNCTIONS :
Maintain complete knowledge of :
Maintain complete knowledge and comply with all hotel and policies and procedures.Promote positive relations to all individuals approaching and communicating with the Guest Request AreasAccess all functions of computer systems / software according to established procedures and standards.Answer the telephone within 3 rings, using proper telephone etiquette.Provide callers with accurate information on hotel facilities and servicesCommunicate pertinent client / account information to designated departments / personnel.Assist all departments in obtaining appropriate information regardingDistributes printed documents and emailed reports to appropriate persons and locations to ensure prompt processing of time sensitive information.Organizes, files and retrieves documents and files in binders and filing cabinets in order to maintain essential records used in department operation.Enter data to produce contracts, correspondence, forms, banquet event orders, resumes, memorandum and other documents.Creates vouchers for group use and distributes pertinent information to appropriate departments.Help identify defects and assist in resolutions.Successful completion of the training / certification process.Perform any task / project assigned by any Catering or Conference Services Manager.Respond to emergency situations calmly and effectively, according to hotel guidelinesAct as a contact on-site should a Catering or Conference Services Manager be unable to attend due to multiple functions.SECONDARY JOB FUNCTIONS :
Provide conference center and hotel tours once fully-trained by Conference Services Manager to do so and only when a Sales Manager / CCS Manager is not available and has asked you to conduct a site / tour on their behalf or in their absence for a walk-in guest.NOTE : A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.
