Events / Catering Coordinator

4 weeks ago

Orlando, Florida, United States DoubleTree by Hilton Hotel Orlando at SeaWorld Full time
Practice and maintain good telephone techniques. Answer phone by the 2nd ring. Take and distribute messages. All messages should include the name of the caller, nature of the call, phone number of caller, date and time call was received. Obtain complete and accurate information and distribute to the receiving party on a time basis
When receiving catering inquiries, complete Inquiry Form and give to appropriate person
Maintain office files in an organized manner for easy access and future reference
Provide positive, professional guest contact. If a client calls for a CSM, and they are not available, ask them if there is anything YOU can do for them
Responsible for the Resume Book. On Tuesdays, by 1pm, print out all resumes in the shared drive and place them in the Resume book – by date order
Responsible for VIP Amenities. Fill out required VIP Amenity form for distribution; utilizing the information from the Resume
Assist the CSM's with Duties include: Typing of BEO's, Faxing, Mailing, and any additional requests made
Prepare Thank You Notes for all past groups (within one week) for appropriate managers
Responsible for all In-House BEO's
Clear out In-House banquet checks
Make wedding packages
Friday morning's print out 10 days Daily Events Sheet and distribute
Send Daily Events and Change Log daily to staff
Make files for CSM's
When groups leave transfer file into "Red" file and file in proper place
Responsible for BEO book
Maintain a well-organized, clean and appealing facility and enhance the image of the sales office to make clients feel comfortable and maximize productivity
Responsible for Pre-Convention Set Up
Update Readerboards
Send out Daily for the next week to have all Managers sign off on what should be posted the next week for each group. Check each morning to make sure no changes have been made for example: room, time or even date change
If another assistant is out please assist in their work
Make sure the copiers always have paper
Distribute faxes.
Flexible Schedule Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR c) Source: Hospitality Online

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