EVENT SERVICE COORDINATOR at Temecula Creek Inn – Temecula, California

To provide support to Catering Service and Group Service Managers. Manage and oversee all aspects of assigned catering group programs, acting as the primary or secondary group contact from start to finish for each program, to ensure complete customer satisfaction.

Essential Duties:

• To attend Daily/Weekly meetings as needed.
• Distribution of Daily Events & Event Postings
• Distribution of Revisions & Change Log daily.
• Review all NEW files that were turned over from the Sales team.
• Review and complete CSM Checklist for wedding folders and group folders including but not limited to confirming deposits on file, Credit Card authorizations, and event schedules on contract match in Delphi for all events.
• Apply all payments received for events into systems used by Sales and Service team.
• Provide administrative support to Service Managers including the preparation of Resumes, BEO’s, prep packets, diagrams, payment links, and accompanying meetings for notetaking.
• Provide physical support to Service Managers by checking event setups, attending meetings in other managers’ absence.
• Be a helpful source of communication and relaying key notes from meetings, phone calls, in person and sharing information with service team.
• Answer all incoming calls for service managers and assist clients.
• Prepare amenities, wedding bags and weddings signs.
• Place linens orders for wedding events.
• Audit EO distribution spreadsheet on monthly basis.
• Manage all In House meetings.
• Support managers in running weekly team meetings and taking minutes.
• Create file folders for new events.
• Update and audit blanket inventory.
• Send orders for Sales and Service office supplies to the Purchasing Clerk.
• Provide Additional support and backup to the sales and catering administrator.
• Communicate any changes last-minute changes in events to appropriate departments.
• Understand and respond to all guests' needs and requests in a timely and professional manner.
• Act as the secondary liaison between hotel and groups and execute on contracted specifications, including any special client requirements and/or requests,
• To use good time management skills in prioritizing work and scheduling appointments.
• To embody the Temecula Creek Inn Core Values:
• One Team. One Goal.
• Respect.
• Make it Happen. Make it Right.
• Can’t Stop. Wont Stop.
• Bring your Best.
• Bring the Fun!
• To promote and comply with all policies and procedures of Temecula Creek Inn.
• To immediately report all suspicious occurrences and hazardous conditions.
• To always maintain the cleanliness and safety of work areas.
• To always practice safe work habits, to avoid injury to self and others.
• To ensure safe work practices of all Sales & Service staff, including compliance with company and departmental safety rules and regulations and the proper use and handling of all relevant equipment.
• To attend all mandatory meetings, as directed.
• To perform other tasks, including cross-training, as directed.

Knowledge + Education: AA degree in Hotel and Restaurant Management, or equivalent experience required. English fluency required. Catering sales, banquet management or meeting sales or coordination experience preferred. Prior administrative or event experience. Must be computer literate, or able to gain literacy with planned installation of programs. Valid California driver’s license required. Proof of personal automobile insurance coverage required. Hotel experience required.

Skills: Detail oriented. Organized and efficient. Safety-minded. Ability to adapt to the ever-changing needs of the department. High quality standards for production and service. Diplomatic and calm. Strong verbal and written communications skills. Courteous, friendly, and professional manner. Be able to multi-task. Good team player. Customer service focus. Able to work productively with little supervision. Trustworthy and reliable. Prior administrative or event experience. Availability to work weekends. Ability to work in a fast paced, high stress environment. Self motivated, driven, and ability to work efficiently with little supervision.

Physical Demands: Stands/walks approximately 40% of shift. Sits at desk or in meetings approximately 60% of shift. Uses computer approximately 80% of shift. Must be able to lift up to 25 pounds. Must be able to work under pressure. Must be flexible to work long, sometimes irregular hours. Heavy use of phones, daily. Use of stairs, daily.

Temecula Creek Inn is an Equal Opportunity Employer M/F/V/D