Catering Coordinator at IHMS LLC. – New York, New York

Position Overview:

Providing administrative support to the Director of Catering, Director of Social Events, & Catering Sales Manager by assisting them with general correspondence, updating databases, account profiles, filing & data maintenance of public folders through regular and periodic updates, and reporting.

Job Function, Tasks and Responsibilities:

• Supporting Director of Catering, Director of Social Events, and Catering Sales Manager
• Coordination of client's events
• Coordination of site inspections
• Being able to answer key account customer queries readily and easily in a timely manner
• Develop and maintain an effective & profitable business relationship with our clients
• Assist the Catering team with proposals, contracts, presentations and sales calls
• Responsible to direct leads when needed
• Handle the accounting procedures for reconciliation and preparing purchase orders
• Follow up and collect all payments and signed contracts directly from client
• Handle and coordinate the follow-up and response to all incoming inquiries
• Assist in the management of the day-to-day operations in the Catering office
• Help in organizing events, conferences, and other social functions at the Hotel
• Create contracts, banquet event orders, invoices in a timely manner and ensure client signs all documents prior to their event. Popup events – work with DOC, DOS, SCSM on Contract, BEO, & payments.
• Save all final released BEO in shared drive
• Maintaining all events digitally and physical documents (eg contracts, BEOs, Invoices, Floorplans, Complimentary Forms etc.) including historic and present files, by organized filing system
• Attend client events when requested and networking events
• Provide friendly, courteous, professional services always
• Adhere to office policies and procedures
• Participates and keeps up to date with Taj automation training and procedural changes
• Attend regular training session both in house and out of house
• Learn and fully utilize Salesforce, Microsoft Office, ADP, and Birchstreet
• Sending out 3-Months & 2-Weeks Planners, Daily Guarantees of Events on the Books to relevant departments.
• Handle any Donation or Complimentary Room forms that are contracted or requested by DoC, DoS, & SCSM.
• Add Alerts in Opera for any clients that are staying in the Hotel to inform the respective sales manager of their arrivals.
• Providing ad hoc support as needed

Administrative Responsibilities:

• Respond to general inquires through e-mails or phone calls
• Handle telephone inquiries accordingly or direct them to the appropriate person
• Maintain the filing system both digital and physical copies
• Update and maintain Key Accounts profiles via Salesforce
• Assisting Director of Catering, Director of Social Events, and Senior Catering Sales Manager with general correspondence
• To maintain an up-to-date and highly effective key account filing/tracing system on a daily basis
• Centrally coordinates sending key account contracts, banquet event orders, invoices and communications
• Answers telephone within 3 rings, records messages via e-mail to colleagues

Qualifications and Requirements:

• Must be computer literate and have excellent Microsoft Office and internet skills
• Knowledge of Amadeus/Salesforce is a plus
• Excellent verbal and written communication skills, organization, ability to multi-task in fast paced environment and a professional appearance is required
• Must be proactive, self-motivated and an excellent team player
• High energy and positive attitude
• Strong problem-solving skills
• Good time management skills
• Strong communication skills
• Knowledge of overall hotel operations and how they affect each department

Additional Duties:

• To be always fully aware and competent at the following:

o Company health and safety policy and procedures

o Company and departmental operational standards and procedures

o Company hallmarks, guiding principles and related competencies

• To Ensure personal appearance always meets the company standards which includes adhering to the company Grooming Policy at all times

• To achieve and maintain the highest possible levels of customer service to both external (i.e., paying customers) and internal customer (i.e., colleagues) always in accordance with company policy

• To assist fellow colleagues both within and outside department where possible (as requested/required) to ensure operational and customer service requirements are always achieved

PHYSICAL REQUIREMENTS

NOTE: All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Position: *Sitting in adjustable ergonomic chair without armrests

*Forearms on table

*Head/neck in midline; headset is used in telephone operation

*Computer use: Wrists rest on table in 20 degrees extension to operate keyboard,

head/neck rotation, elbow flexion and rapid finger motions

*Standing/walking

Force: * 0 lbs.

Repetitions: *Sitting: 95% of the day

*Standing/walking: occasionally

Sensory: * Good speech and hearing necessary for talking on the telephone