Catering Events Coordinator in Redondo Beach, California at The Portofino Hotel & Marina, a Noble House Hotel

GENERAL SUMMARY

The individual will provide administrative support to two principles within this area. This individual will compose type and edit all correspondence, develop and maintain follow-up task systems and maintain appointment schedules. Provide clerical and administrative support for the Sales and Catering Department, including typing, computer input, filing, tracing, and answering telephones, printing reports and departmental records/logs. Responsibilities include coordinating and scheduling meetings; anticipating and preparing documents needed for meetings, scheduling travel, and maintaining various reports. This individual will also provide relevant information to all other departments as needed, receive and direct calls, respond to inquires and research issues when appropriate. Will also sort and distribute mail, maintain copies and filing system, and order supplies.

ESSENTIAL FUNCTIONS

This position requires careful attention to detail, excellent communication skills, both verbal and written, and the ability to establish strong relationships with clients of the hotel. This position requires supporting the sales and catering department in all administrative needs.

The job duties include maintaining up to date files. Filing to be completed on a timely basis and in accordance with The Portofino Hotel filing system. The position also is responsible for maintaining the office inventory of supplies and collateral and the orders according to the hotel procedures.

The individual must have solid knowledge of Delphi and the ability to understand book guidelines, and rate parameters. In addition, coordinate special requests, packets and collateral.

The duties require timely completion of assigned tasks and adherence to deadlines, which includes mailings and faxes on behalf of the Sales and Catering Department. Assist with the coordination of client mailings (i.e. newsletters, updates, special projects, invitations).

Maintain complete knowledge of and comply with all departmental policies/service procedures/standards. Maintain complete knowledge of correct maintenance and use of equipment. Monitor and maintain cleanliness, sanitation and organization of assigned work areas.

Maintain knowledge of all Hotel services/features and hours of operation. Maintain complete knowledge in the use of all office equipment, computer and manual systems.

The Catering Administrative Assistant also handles BaleenLosAngeles group events. Must send potential clients appropriate menus and turn the booking request and information, and generate all required paperwork (B.E.O.’s, specialty menus, etc.) through regular distribution channels. The Restaurant General Manager must be CC’d on all bookings.

Set up work station with necessary supplies and resource materials; maintain cleanliness throughout shift. Complete supply requisitions and submits to the Manager; stock office supplies upon receipt. Greet all individuals arriving at offices courteously and assist with their needs.

Type correspondence, memos, B.E.O.'s, Daily Event Sheet, Daily Change Sheet, 10-Day Forecast and reports as assigned and distribute according to Hotel standards. Prepare the Daily Event Sheet from the B.E.O.'s and submit to Catering Director for approval before distribution. Process all changes to B.E.O.'s as given by the Catering Director and Managers on a timely basis.

Anticipate guests’ needs, respond promptly and acknowledge all guests, however busy and whatever time of day. Maintain positive guest relations at all times.

Answer telephone within three (3) rings using correct salutations and telephone etiquette. Handle inquiry calls. Qualify space requests by obtaining pertinent information required and transfer caller and information to a Catering or Sales Manager. Record messages legibly and completely; ensure proper distribution of messages. Make telephone calls to specified individuals as requested by the Catering Director and Managers.

The position requires professional telephone etiquette; answering phones, ensure messages are detailed, legible and accurate. Adopt and contribute to a positive environment and cooperative spirit with the sales and catering division, as well as participation in hotel and departmental functions for clients and Associates.

The individual must possess a high school diploma with a 2-year degree or related experience preferred. The position requires knowledge of MS Products (Excel/PowerPoint/Word/Outlook), Delphi and typing 40 wpm accurately.