Coordinator Conference Services

Responsibilities

• 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.

Requirements

• Demonstrated passion for the hotel and resort business
• Must be able to maintain a high degree of confidentiality
• Sound judgement and the ability to make reasonable decisions in the absence of directio
• Receptive to coaching from management, responds positively with willingness to make changes when desire
• Excellent analytical skills, including ability to adapt to highly complex changing work environmen
• Excellent time management and record keeping skills
• Must possess demonstrated excellent communication skills (both oral and written) and interpersonal skills; listens to others
• Maintain a professional business appearance
• Patient, critical thinker, resourceful and tenacious
• Must take initiative and be fully engaged – must be a self-starter
• Ability to work independently with minimum supervision and with a team both efficiently and effectively as well as exercising judgement to meet deadlines
• Proven track record for leadership to include maturity, commitment, professionalism, attitude, performance, discretion, responsibility and ability to maintain a high level of confidentiality
• Dynamic, enthusiastic, creative leader who is organized, thrives under pressure and is able to handle multiple tasks while working under pressure, still maintaining high attention to detail, “can-do attitude” and the ability to maintain consistent accuracy; able to troubleshoot while still meeting or exceeding deadlines
• Ability to prioritize projects and change priorities based on business needs
• Must provide excellent customer service, possessing a friendly approachable demeanor and strong problem-solving skills
• Must be motivated to grow within Omni and help associates develop and grow within Omni
• General Familiarity with U.S. Geography
• Ability to identify problems as well as develop and present suggestion for improved business processes
• Maintain regular and punctual attendance
• May require irregular hours and ability to work overtime