Prince Waikiki: Catering & Conference Services Coordinator (Full Time)

Responsibilities

• Responds to Catering and Conference Services inquiries via phone, email, RFP platforms, and direct inquiries in a timely and professional manner.
• Vets and qualifies incoming inquiries by gathering pertinent event details, including date, attendance, event type, budget, space requirements, and other relevant information, and assigns qualified leads to the appropriate Manager or Director.
• Monitors RFP sourcing platforms, including Cvent, WeddingWire, The Knot, and Here Comes the Guide throughout the day to ensure inquiries receive a response within 24 hours.
• Books, coordinates, and services internal meetings and events.
• Inputs and maintains accurate client information, booking details, inquiries, activities, and traces in Delphi to ensure event information is current and complete.
• Updates banquet menus and upload new menu pricing in Delphi as needed.
• Prepares and distributes BEOs, revisions, group resumes, VIP alerts, and other event-related documents to the appropriate departments.
• Prepares proposals, contracts, invoices, and other client correspondence for Managers and Directors and distributes them to clients as directed.
• Assists Managers and Directors with event planning and coordination by gathering and communicating event details, following up on outstanding information, and maintaining accurate timelines and documentation.
• Coordinates and participates in weekly BEO, group review, departmental, and client pre-con meetings and communicates pertinent event information to the appropriate departments.
• Arranges client amenities, reservations, gift certificates, and special requests on behalf of Managers and Directors and maintains traces to ensure commitments and special touches are properly executed.
• Serves as a liaison between the Catering and Conference Services Department, clients, and hotel operating departments to facilitate effective communication and successful event execution.
• Coordinates and prepares department files, sales materials, coupons, sales blitz materials, client gifts, and other promotional or event-related materials.
• Conducts hotel site inspections, FAMs, and sales blitzes independently or alongside Managers and Directors as appropriate.
• Assists with the planning and coordination of smaller meetings and events and may manage assigned events from initial inquiry through execution under the direction of a Manager or Director.
• Follows with clients and internal departments regarding outstanding event details, contracts, deposits, invoices, menus, guest counts, and other required information.
• Prepares and submits department expense reports and supporting documentation in accordance with company policies and procedures.
• Prepares monthly department reports and works with Accounting to monitor and follow up on outstanding invoices and payments.
• Collaborates with the Marketing Department to ensure client data in Delphi is accurately maintained and effectively utilized for remarketing initiatives through Salesforce CRM.
• Assists with post-event follow-up, including client communication, final billing, survey, and other activities that support client satisfaction and future business opportunities.
• Processes purchase orders in BirchStreet for invoices related to the Catering and Banquet Departments.
• Orders office and department supplies for the Catering and Banquet Departments as needed.
• Performs other administrative duties and assists with special projects and tasks as assigned by the Director of Catering and Conference Services.

Requirements

• High School Diploma or equivalent required.
• Any combination of education and experience that provides the required knowledge, skills and abilities necessary to perform the duties of the position

Nice to have

• Two years of hotel, hospitality, catering, conference services, or related industry experience preferred.
• Knowledge of hotel and event operations and experience with catering/event management software preferred.
• College degree in Hospitality, Business, Tourism, or a related field preferred.

Benefits

• We are confident that our salary and benefits package will be attractive. In addition to competitive industry salaries, ambassador recognition programs, training, and career opportunities, we offer the following benefits: medical, drug, vision, and dental care, life insurance, paid vacation and sick leave, 401K, Health Reimbursement, discounted parking, dining and golf discounts, and more.