Catering and Conference Services Coordinator

1 week ago

Chicago, United States Royal Sonesta Chicago Downtown Full time

**Job Description Summary**

The Catering & Conference Services Coordinator assists the catering & conference services managers in achieving customer satisfaction by performing administrative duties relating to guests, hotel communications and sales. Responds to telephone and in-person inquiries regarding reservations, hotel information and guest concerns.

**Operational/Functional**
- Politely and professionally answer the telephone and greets clients.
- Input all information in Opera Sales & Catering system (ie: account, booking, contact, blocking space and rooms)
- Maintain an accurate and easy-to-use filing system for storing sales documents.
- Be able to handle rooming list, individual reservations requests/changes, welcome letters, VIP requests, rate loading and “Banquet Event Order” changes.
- Maintain an organized professional-looking office environment.
- Create and distribute reports necessary for the department.
- Create BEOs, attend tasting with the Catering Mangers and go on site inspections
- Host property tours, familiarizing customers and potential customers with property features, products and services
- Follow all Sales, Conference Services and Catering “Standard Operating Procedures”

**Strategy and Planning**
- Efficiently handle all inquiries in absence of Director and Sales Managers.
- Adhere to all Sonesta Service Standards
- Assist and provide support to the Catering Sales Managers & Conference Services Managers with contracts, proposals, letters, processing of booking recaps, definite contracts, deposits, rooming lists, and providing all necessary information to other departments
- Assist Catering Sales Managers with group detailing
- Participate in Sales & Catering team meetings and takes meeting minutes

**Deliver Passionate & Engaging Service to our Guests**
- You will be passionate and truly engaged in taking care of our guests, recognizing individual guests and anticipating their unique needs in order to exceed their expectations
- You will consistently deliver our GUEST model:

- **G**reet or welcome everyone, warmly with a smile
- **U**se eye and ear contact and guest’s name
- **E**stablish/anticipate needs
- **S**olve and own all requests/complaints
- **T**hank everyone
- Build solid relationship with your Colleagues
- Treat colleagues with respect and dignity
- Other duties and responsibilities may be assigned. The employee is expected to work in other areas of the hotel when needed to assist operations to perform job duties not necessarily contained in this job description.

**Additional Job Description**

**Qualifications and Skills**

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Track record of delivering exceptional guest or client experience
- Ability to communicate, both verbally and written, effectively with guests, vendors and co-workers
- Must read, write and speak the English language fluently
- Appropriate professional appearance and demeanor
- Minimum one year of previous experience as an administrative assistant in hotel catering and sales or similar environment.
- Previous hotel experience preferred.
- Working knowledge of Delphi and Opera is preferred.
- Excellent organizational skills
- Excellent time management skills and ability to multi task and prioritize work load
- Attention to detail and problem solving skills
- Proficient in Microsoft Word, Excel, PowerPoint and other Microsoft Office Applications

Pay: $25.00 per hour

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Tuition reimbursement
- Vision insurance

Schedule:

- 8 hour shift

**Experience**:

- hotel: 1 year (required)
- Administrative: 2 years (required)

Work Location: In person

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