Catering Coordinator

Job Details

Job Location: Grand Pacific Hotel Services LP - Carlsbad, CA

Position Type: Full Time

Salary Range: $19.00 - $20.00 Hourly

Job Shift: 3rd Shift

Description

POSITION PURPOSE

Support and assist in the coordinating of meetings/social functions while maximizing the banquet space to meet/exceed revenue goals.

ESSENTIAL FUNCTIONS

• Finalize event contracts for the Catering department.

• Work closely with the Director of Catering to produce weekly and monthly reports from CI/TY for the department.

• Support the Director of Catering & Convention Services, Convention Services Manager, and Catering Managers with finalizing Catering Business, detailing the meeting/function with the client (space requirements, times, menus, themes, etc.)

• Update, distribute and communicate BEO's for the department, coordinating with the appropriate areas/departments of the hotel to ensure high-quality product, service delivery and customer service satisfaction.

• Send out inquiry letters and proposals to clients for the department. Answer client calls, communicate information to all necessary departments and team members.

• Maintain up-to-date knowledge of the competition's products, strengths and weaknesses to continually improve resort strategies and the achievement of catering sales goals.

• Perform special projects and other responsibilities as assigned by management.

• Assist catering & convention services in meeting/exceeding revenue goals through telephone solicitation, outside sales calls, site inspections and written communication.

• Maintaining relationships with business accounts and sourcing new business opportunities.

• Prepare correspondence to customers, internal booking reports and file maintenance.

• Participate in necessary meetings, training and other sales-related events as required.

• Attend trade shows, community events and industry meetings as needed.

• Develop/maintain knowledge of market trends, competition and customers.

DUTIES INCLUDE BUT NOT LIMITED TO (job duties subject to change and property/job assignments will vary based upon business demands)

Daily

• Banquet Checks - compare all checks with BEO'S

• Run change log and make changes on Chef's boards

• Distribute revised BEO'S and popups

• Lead Catcher - Enter all SCR leads into CI/TY

• Creates all in-house BEO'S

• Proposals and contracts as needed

• Turnovers for SCR

• Answers phones

• Commissions on all SCR groups

• Make file folders for new definite business

• SCR VIP Amenities to be created and submitted to IRD

• Event Planner Points

• Catering thank you cards

Weekly

• Send 10 day daily events

• MPSI - Submit for surveys

• Weekly catering lead recap

• Put together and distribute BEO packet

• Catering turnover letters

• Make sales kits and wedding packets

• Group Resumes to be completed and sent to SCR managers

Monthly

• Month end report for SCR

• Incentive sheets SCR Group

• Load menu changes into CI/TY

• Keep inventory and order SCR collateral if needed

• SCR CI/TY audit and maintenance

Other:

Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required.

Upon employment, all employees are required to fully comply with Westin/Sheraton Carlsbad Resort & Spa rules and regulations for the safe and effective operation of the hotel's facilities. Employees who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.

SUPPORTIVE FUNCTIONS

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

• Professionally represent the resort in community and industry organizations and events.

• Participate as team player with all departments.

• Assist with reports and/or competition data collection.

Qualifications

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

• One to two years in a hospitality related field

• Position will be required to work a varied schedule that may include evenings, nights, and week-ends.

• Must be able to speak, read, write and understand the primary language(s) used in the workplace.

• Must be able to read and write to facilitate the communication process.

• Requires good communication skills, both verbal and written.

• Knowledge of all departments of resort.

• Ability to communicate customer needs.

• Ability to prioritize and master projects given.

• Ability to identify and assist in developing accounts.

• Ability to act independently with minimal or no supervision.

• Must possess basic computational ability.

• Must possess computer skills, including, but not limited to, accounting programs, Microsoft Word, Excel and CI/TY.

Physical Demands

• Most work tasks are performed indoors. Temperature is moderate and controlled by resort environmental systems.

• Must be able to sit at a desk for up to 8 hours per day. Walking and standing are required some of the working day. This may include traveling to and from meetings. Length of time of these tasks may vary from day to day and task to task.

• Must be able to exert well-paced ability to reach other departments of the resort on a timely basis.

• Must be able to lift up to 15 lbs. occasionally.

• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.

• Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates.

• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.

• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.

QUALIFICATION STANDARDS

Education & Experience

• High school or equivalent education required. Bachelor's Degree preferred.

• 1-2 years prior experience in an administrative role.

• 1-2 years prior experience within the hospitality or customer service.

• Experience working with CI/TY preferred.

Licenses or Certificates

None.

Grooming

All employees must maintain a neat, clean and well-groomed appearance per Westin/Sheraton Carlsbad's standards. Business casual attire required for position.

Attendance:

Regular attendance in conformance with the standards, which may be established by Westin/Sheraton Carlsbad Resort & Spa from time to time, is essential to the successful performance of this position. Employees with irregular attendance / tardies will be subject to disciplinary action, up to and including termination of employment. Upon employment, all employees are required to fully comply with Westin/Sheraton Carlsbad Resort & Spa rules and regulations will be subject to disciplinary action, up to and including termination of employment.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.

Ownership:

This job opportunity for employment is being made available by Grand Pacific Hotel Services, L.P., the owner and the employer of all associates working at Westin/Sheraton Carlsbad Resort & Spa. Marriott International is not the owner or operator of Westin/Sheraton Carlsbad Resort & Spa. Marriott International is not the direct or indirect employer or joint employer of any associates working at Westin/Sheraton Carlsbad Resort & Spa. Marriott International does not control, govern or regulate any aspect of recruitment or employment at Westin/Sheraton Carlsbad Resort & Spa. Marriott International is not responsible for any aspect of your application, candidacy, or employment at the resort, nor shall Marriott International be liable for the data collection, use and privacy practices of the Westin/Sheraton Carlsbad Resort & Spa's owner or operator.