Administrative Skills, BeOS Operating System, Catering Services, Customer Support/Service, Event Management, Inventory Management, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Presentation/Verbal Skills, Sales Management, Sales Support, Standup Meetings, Systems Maintenance, Telephone Skills, Time Management, Typing, Writing Skills
The Event Coordinator supports the Catering Sales and Convention Services team by performing administrative duties.
REPORTS TO: Director of Catering or Event Managers
Minimum Requirements: This position requires proficiency with Microsoft Word, Excel, Outlook and PowerPoint. Prefer previous LIghtSpeed and CI/TY experience. Previous customer service experience required. Minimum 1 year of hotel experience or hospitality degree preferred.
ESSENTIAL JOB FUNCTIONS:
- Track and coordinate activities of the department with Director.
- Responsible for tracking and maintaining inventory of office supplies.
- Coordinate planning of member, social and corporate events for groups of 25 persons and fewer, acting as a liaison between members and staff.
- Attend weekly department and BEO meetings to discuss upcoming programs with Department Heads and other staff.
- Lead clients through all aspects of event planning resulting in a complete, detailed program.
- Book in house meetings for department supervisors as requested.
- Perform tasks as requested by Event Managers (amenity forms, pre-con packets, walking BEO changes, etc).
- Perform mail-out duties such as thank you letters, comment letters, re-booking, reminders, etc.
- Issue department reports, including daily change logs and BEOs as needed. Issue weekly group coversheets and 11 day events reports.
- Run CITY reports and act as system specialist for EM Department.
- Proof all typing projects for accuracy of spelling and grammar before issuing.
- Complete assignments as needed for Director of Catering & Convention Services.
- Maintain daily reader boards for group events.
- Maintain filing system.
- Provide phone coverage for Event Managers/Catering Sales Managers as needed
- Maintain notes from weekly Event Department meeting.
- Distribute weekly schedule
- Supports and organize departmental stand up meeting.
- Meet all internal deadlines for completion of paperwork
- Maintain professional composure in high stress situations in order to make last minute changes, and develop strong and concise written and oral communication with other departments