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Events Coordinator

1 month ago

New York, United States The Langham Full time

Job Summary
- **PRIMARY OBJECTIVE OF POSITION**:

- Responsible for providing administrative support to the Catering Sales, Conference Service & Banquet Department team to effectively serve the needs of our clients. The Coordinator works directly with the Director of Catering and Conference Services, Catering Sales, Conference Service & Banquet team in a supportive and administrative role. Assists in consistently communicating between team and operations and coordinates sales and operations administration in alignment with hotel and brand standards.

**RESPONSIBILITIES AND JOB DUTIES**:

- Prepares reports, presentations, contracts, correspondence, forms, memorandum and other documents.
- Answers telephone and responds to caller inquiries, speaking in a clear and pleasant manner. Exercise decision making skills to direct caller requests.
- Assist Catering Sales and Conference Services with answering enquiries supported the hotel SOP Standards, Master Connection and by SalesForce and other online platforms to ensure a quick response time, in collaboration with TLNYC sales team.
- Assist with VIPs including adding preferences to profiles, further details provided by the client, travel advisor, amenities and welcome cards, checking rooms and collecting special requests from outside of the hotel e.g. balloons
- Create and assist with Director of Catering and Conference Services with responsibilities and bookings
- Maintain BEO Book, daily distribution of BEO to all operational departments. Make sure daily updates are communicated to all pertinent departments. Make sure all BEO’s travel with diagram and tent cards for buffet.
- Maintain daily distribution of Group Resumes, weekly summary of Group Resumes and maintain Group Resume book.
- Send out daily events.
- Handle the daily billing/invoicing of events to make sure Sales Force and Shiji Balance with the Daily Revenue Sheet.
- Create all PO’s in Birch Street for Catering, Conference Services and Banquets.
- Assist Director of Catering and Conference Services with all projects - ie. menus, ect..,
- Help assistance Director of Catering and Conference Services with administrative responsibilities with Sales Force and pull reports for team as needed.
- Handle all in house departmental meetings/events - Bravo, Excom Meetings, ect.,
- Assist with booking same day meetings if Catering Sales Manager is not available.
- Assist Catering Sales Manager, Conference Service Manager, Banquet Manager and Executive Sous Chef/Chef with administrative duties - PO’s in Birchstreet, special orders, projects and errands.
- Works with Catering Sales, Conference Services and Banquet departments to coordinate any special needs/request of clients including site inspections.
- Enter data (operates various word processing and other software packages including SalesForce, Word, Excel, PowerPoint, and Shiji Enterprise Platform.)
- Accurately and in a timely manner, completes typing of materials such as menus, letters, memos, proposals, contracts, BEO's, mailing lists, sending gifts, etc. as requested by the Director of Catering Sales and Conference Services.
- Completes and processes various forms such as check requests, registration form, purchase orders, etc. as required.
- Assists catering sales managers, conference service manager and banquet manager in events.
- Ensures that SalesForce system is updated on regular and timely basis in line with Best SalesForce Practice standards, including, but not limited to, accurate and updated information on account and contact, booking source, past activities and future follow-ups.
- SalesForce Key Operator: Monitor Communication in SalesForce and Shiji. Responsible for maintaining and updating accurate data and proper market segmentation and perform Audits for discrepancies.
- Provide general administrative and co-ordination duties as needed in the Catering Sales, Conference Services and Banquet Department as needed.

**PHYSICAL DEMANDS**:

- Physical activities include lifting up to 20lbs.
- Sitting for long periods is likely.
- Talking, hearing, seeing and reaching
- During the course of performing the physical demands of this position, associates are expected to observe and adhere to safety and security procedures, promoting a safe work environment
- Requirement
- **SPECIAL SKILLS REQUIRED**:

- Excellent telephone skills and manners, ability to interact with colleagues and clients of the hotel, both via phone and in person in a professional manner
- Excellent knowledge of Outlook, Word, Excel, SalesForce, Shiji Enterprise Platform, Birchstreet and PowerPoint.
- Ability to read, write, and speak the English language using excellent grammar and communication skills.
- Administrative knowledge such as business letters, formats and telephone etiquette.
- Requires the ability to operate and control office machines
- Requires the ability to compile, gather data, collate and or classify information about data, people or things.

**EXPERI

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