Coordinator | Conference Services & Catering Sales (Full-Time)

Purpose: To handle all Administrative duties as required by the CS/Catering Department.

Essential Functions

Responds to telephone inquiries by determining client's needs and specifications for referral to the appropriate Manager (CS and Catering calls, but not limited to assisting other coordinator/manager’s phone lines)
Establishes rapport with clients and functions as Manager’s liaison.
Extensive administrative duties and responsibilities; communication and distribution of daily/weekly/monthly reports and correspondence to Catering Sales, Conference Services, Banquets and Culinary operation procedures, handling confidential material and information
Ensures that all filing systems are maintained according to spec's (Local, Hard/soft Copies and Audits).
Maintain inventory of office supplies and surrounding area for Catering & CS Department, including ordering, coding and Birch street
Coordinate all event arrangements with Director of Catering & Events including: reservations transportation, amenities, vendors, in-house meetings and events for VIPs, Corporate and Ownership visits.
Process all Director of Catering & Events incoming correspondence
Arrange appointments for Director of Catering Events as well as Catering/CS Managers
Run and distribute Delphi Reports; such as 11-day and Daily Event for Catering and Convention Services and hotel as well as, Tentative and Prospect Report for Catering Managers – and as need reports for Director of Catering and Events
Assist in qualifying Catering inquiries (Walk-In, Phone and email) by determining client's needs and specifications for referral to Catering Sale Managers
Maintain Delphi in Catering Department by entering all leads, prepare proposals and update status of booking
Run weekly prospect report for Catering Sales Managers
Maintain Delphi in CS Department with turnover assignments and update status of booking
Prepare In-House/Internal Banquet Event Orders and diagrams, as needed.
Detail and execute Courtesy Room Blocks, coordinate BEOs & Resumes
Maintain Resumes for upcoming meetings, VIP guests, meetings and events, etc.
Assist with BEO Distribution
Assist in Billing needs such as entering Permanent Account Numbers, Estimates and Bill Reviews ( As needed)
Perform other duties as assigned by management.

Hotel Specific Essential Functions:

Assist Managers by advising Vendor guidelines of Ford Center & Hotel Loading Dock and packages

Tools and Equipment:

Computer and printer, telephone, pen/pencil, photo-copying machine, file folders, filing cabinet, facsimile machine/ e- fax, laminator

Knowledge of: Microsoft Office, Opera, Birchstreet, GoCon, Delphi, Meeting Matrix/Social, Table, ALICE, Medallia ( Guest and Group) and any other software used on a daily basis.

Working Environment:

Interior of hotel, in normal office conditions.
Interior of hotel, Meeting & Event Space (interior and exterior
Exterior of hotel with exposure to weather conditions