Catering & Events Coordinator

Industry:
Hotels
Department:
Food and Beverage Service
Job Role:
Banqueting Manager
Level:
Staff- Line level
Location:
Asia
Area:
Others
Salary Description:
Competitive
Posted:
23-Jul-19
Recruiter:
Raffles Hotels and Resorts
Job Ref:
VBB00808


CATERING & EVENTS COORDINATOR

Job Purpose
At ACCOR Hotels, our professionals are ambassadors of engaging service and authentically local experiences in places of unrivalled presence. As a Catering & Events Coordinator, you are to provide organizational and administrative support to your team and genuine service to your guests.

Key Interactions
Internally
• Executive Office

• Food and Beverage Team (including Culinary and Banquet Operations Team)

• Room Sales Team

• Rooms Division Team

• Reservations Team

• Marketing Communications Team

• Front Office Team

• Housekeeping Team

• Engineering Team

• Finance Team

• Concierge Team

• Corporate Office - Accor

Externally
• In-house guests

• Walk-in clients


Primary Responsibilities
1 st primary : EXECUTE AND MANAGE ALL THE ACTIVITIES RELATED TO THE CONFERENCE SERVICES AND CATERING DEPARTMENT ADMINISTRATIVE MATTERS
• Act as departmental liaison with customers, in absence of Manager/Director.

• Effectively respond to general inquiries and direct/handle them appropriately such as field phone calls and walk-in.

• Handle internal events efficiently, to allow for revenue generation maximization while still addressing internal needs.

• Conduct any/all site inspections as required. Able to handle 'walk-in' inquiries.

• General Document production and distribution; to include but not limited to - contracts, production of amenity requests and VIP cards, turnover letters, BEO's, facsimile cover sheets, production of pre-convention booklets and tent cards for guest attending, group resumes, creating of revised schedule "A" (meeting space reserved for a convention further to program changes), Preparation of post-convention reports and maintain accurate activities within files consistently, daily event boards, etc.

• General activities; to include but not limited to - copying and delivery of deposit checks to the Accounting Department, faxing and retrieval (complete with confirmation sheets), departmental documents, photocopying, mailing of departmental correspondence, checking of assigned managers mailbox (twice daily), competitor reader board surveys, prompt distribution of last minute changes to affected departments, participate in the distribution of reviewed "Post As/Daily Event Postings" materials in the absence of the CS&C Assistant, ensure cut-off dates, meeting agendas/minutes, purchase orders, etc.

• Filing Banquet Event Orders; to include but not limited to i nitiate the CS&C booking process by creating accounts/bookings, establishing departmental files and generating notifying affected departments to any types of guest or client inquiries.

• Ordering necessary services as requested by CSM, i.e. flowers, paper supplies etc.

• Participating in monthly departmental meetings

• Ensure all sales promotional collaterals are current and updated

• Monitor / Request for office supplies and initiate refill and replenishment of necessary items needed

• Assist in maintenance and updating of contact information and company names in Opera Sales and Catering

• Prepare minutes of the meeting as required

• Provide all administration duties for the CS&C office

2nd primary: PREPARE AND PARTICIPATE IN THE SELECT SALES ACTIVITIES BOTH ON AND OFF PROPERTY
• Assist with the promotional materials within the hotel and trade related activities

• Prepare collaterals for CS&C activities and events
3rd primary: CONSISTENTLY OFFER PROFESSIONAL, FRIENDLY AND ENGAGING SERVICE TO INTERNAL AND EXTERNAL CUSTOMERS
• Maintain a positive relationship with guests, vendors, Colleagues and global sales network

• Escort general inquiries on site inspections

• Treats each and every guest as a unique individual

• Speaks and behaves in a manner that positively represents the Raffles and Fairmont Brand

• Supports colleagues in own or other departments in delivering our mission statement
Other Responsibilities

• Productively and effectively manages resources required to do the job

• Demonstrates reliability in all situations.

• Consistently applies the Service Essentials of the job with efficiency and attention to detail

• Follow departmental policies and procedures

• Follow all safety policies

• Other duties as assigned
Main Complexity/Critical issues in the Job

• Supplies are not available on time

• Delay in sending out the letters or correspondences to clients

• Not submitting the reports on time

Profile

Knowledge and Experience

• Secondary level or higher

• Previous events or administrative experience preferred
• Fluent in English

• Computer literate in Microsoft Window applications and\or relevant computer applications required

• Physical aspects of the position include but are not limited to the following:

• Physically fit

• Neat and professional appearance

Competencies


• Excellent customer service skills, superior interpersonal skills, results-oriented and highly self-motivated.

• Able to multi-task and work under pressure

• Knowledge of meeting space capacities pertaining to health and safety procedures and terminology of meeting room set ups.

• Food and beverage knowledge is an asset

• Good understanding of all hotel departments, particularly housekeeping, front office, banquets and kitchen.

• Working knowledge of Word, Excel, PowerPoint and Outlook

• Strong written and verbal communication skills

Contact Details:
Raffles Hotels and Resorts
Tel: .
Contact: HR Department

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