The Catering & Conference Services Coordinator provides administrative and coordination support for meetings, conferences, groups, and special events at Four Seasons Resort Lana'i and other Four Seasons Lana'i entities. This role assists with event planning, documentation, and communication to ensure seamless execution and exceptional guest service. Responsibilities include managing incoming calls, preparing event documentation, coordinating planning logistics, and maintaining client accounts and filing systems.

Responsibilities

Provide administrative support to the Catering & Conference Services team by managing incoming calls, responding to inquiries, and assisting with overflow support for Sales & Marketing and Food & Beverage departments while maintaining exceptional service standards
Prepare, maintain, and distribute event documentation including contracts, Banquet Event Orders (BEOs), resumes, schedules of events, menus, reports, correspondence, banquet checks, and departmental communications using approved systems and software
Coordinate planning logistics for internal events, small groups, and special functions, supporting Catering & Conference Services Management to ensure seamless event execution
Manage and update client accounts, bookings, traces, event details, and function space information within Delphi and other event management systems, ensuring accuracy and timely communication across departments
Maintain organized electronic and physical filing systems, databases, reports, vendor resources, group records, and departmental documentation to support operational efficiency and accurate recordkeeping
Distribute event-related information and reports to resort departments, ensuring all operational teams receive timely and accurate event updates and requirements
Support departmental administration by maintaining shared drives, intranet resources, office equipment, and communication tools to ensure smooth daily operations and effective coordination across the resort

Requirements

Successful candidate must possess legal work authorization in United States
The hospitality business functions seven (7) days a week, twenty-four (24) hours a day and scheduled days and times may vary based on need. Holidays and weekends availability is required.
Ability to sit and/or stand for extended periods, lift up to 40 lbs, and push/pull as needed during shifts
Strong organizational, multitasking, and administrative skills with exceptional attention to detail, accurate data entry and typing proficiency (40+ WPM), and the ability to efficiently manage correspondence, filing, document preparation, telephone calls, and email communications in a professional, timely, and service-oriented manner.

Nice to have

Previous Hotel, Banquet, and/or Catering & Conference Services preferred

Benefits

Hourly Rate: $28.26
100% Employer contributed Medical, Dental, and Vision benefits
Competitive wages and other benefits (Retirement Plan, Wellness Credit, etc) as well as Paid Time Off & Holiday Pay
Inclusive and diverse employee engagement & recognition events all year-round
Complimentary stays and exclusive discounts at Four Seasons Worldwide
Complimentary Employee Meals & Dry Cleaning for Employee Uniforms
Owner subsidized on-island housing, inter-island airfare to Oahu and other resources
Comprehensive learning and development programs to help you master your craft
Energizing Employee Culture where you are encouraged to be your true self!