Catering Event Coordinator

The Event Coordinator supports the Catering Sales and Convention Services team by performing administrative duties.

REPORTS TO: Director of Catering or Event Managers

Minimum Requirements: This position requires proficiency with Microsoft Word, Excel, Outlook and PowerPoint. Prefer previous LIghtSpeed and CI/TY experience. Previous customer service experience required. Minimum 1 year of hotel experience or hospitality degree preferred.

ESSENTIAL JOB FUNCTIONS:

• Track and coordinate activities of the department with Director.
• Responsible for tracking and maintaining inventory of office supplies.
• Coordinate planning of member, social and corporate events for groups of 25 persons and fewer, acting as a liaison between members and staff.
• Attend weekly department and BEO meetings to discuss upcoming programs with Department Heads and other staff.
• Lead clients through all aspects of event planning resulting in a complete, detailed program.
• Book in house meetings for department supervisors as requested.
• Perform tasks as requested by Event Managers (amenity forms, pre-con packets, walking BEO changes, etc).
• Perform mail-out duties such as thank you letters, comment letters, re-booking, reminders, etc.
• Issue department reports, including daily change logs and BEOs as needed. Issue weekly group coversheets and 11 day events reports.
• Run CITY reports and act as system specialist for EM Department.
• Proof all typing projects for accuracy of spelling and grammar before issuing.
• Complete assignments as needed for Director of Catering & Convention Services.
• Maintain daily reader boards for group events.
• Maintain filing system.
• Provide phone coverage for Event Managers/Catering Sales Managers as needed
• Maintain notes from weekly Event Department meeting.
• Distribute weekly schedule
• Supports and organize departmental stand up meeting.
• Meet all internal deadlines for completion of paperwork
• Maintain professional composure in high stress situations in order to make last minute changes, and develop strong and concise written and oral communication with other departments