Catering Sales Coordinator

Job Summary

The Catering Sales Coordinator is responsible for making sales and obtaining orders or contracts for catering events on the property. This position is responsible for coordinating all catering sales.

Key Duties and Responsibilities: These functions are intended as a general illustration of the work performed in this job classification and are not all-inclusive for this position.

Serve as meeting and event planning advocate and liaison.

• Handle all administrative duties including, but not limited to proposals, contracts, BEOs, and resumes.

• Assist in business generation by scheduling and taking appointments, conducting site visits, and responding to general inquiries via email/phone.

• Verify on-site delivery of products and services according to group plans/instructions.

• Record and track prospects and accounts.

• Organize account files, including master files, outstanding invoice file and post-business file.

• Maintain account ledger by keeping track of all open accounts.

• Ensure group planning and event system is updated and accurate.

• Advise client on the status of events and functions including items pending and action items.

• Utilize software for the generation of necessary program documents to include but not limited to reports, BEO's, post event report and change logs. Coordinate changes as necessary.

• Ensure event knowledge by attending planning meetings and reviewing group resumes and banquet event orders prior to group arrival.

• Collaborate with Banquet staff to verify issues are identified and resolved.

• Attend planning visits, tie-down meetings and any internal meetings related to security, parking, or production.

• Proactively resolve potential event or room set issues.

• Utilize available resources to meet client request or resolve client issues.

• Verify that room requirements such as lighting, temperature, AV equipment, and room set meet client expectations.

• Coordinate and communicate event details both verbally and in writing to the client and property operations.

• Uses personal judgment and expertise to enhance the client experience.

• Remains available to solve problems and/or suggest alternatives to previous arrangements.

• Send out all "thank you" letters to departing groups.

• Assist with special projects.

• Perform other duties as assigned.

Job Qualifications

• 2 (two) year of event coordination experience within a large multi-faceted food and beverage department. At least 2 (two) years' experience working in a variety of capacities within a high-volume Banquet/Catering operation. A combination of experience and education may be considered.

• Obtain and maintain valid WA State Health Card/Food Handlers Permit.

• Obtain and maintain a valid MAST certification.

Skills and Abilities Required:

• Knowledge of BEO creation and interpretation skills.

• Knowledge of menu items, food preparation and presentation, presentation of wines and liquor, complete knowledge of all room set-ups, table set-ups, and catering procedures.

• Knowledge of POS.

• Knowledge of health & safety standards, and safety regulations as required.

• Skilled in using Microsoft Office Suite and applicable event software (Delphi, Opera, Synergy) applications.

• Skilled in excellent communication; both oral and written. Read, write, and speak English fluently.

• Skilled in exceptional organizational and time management.

• Ability to demonstrate personal accountability, requiring little or no immediate supervision.

• Ability to demonstrate extraordinary service focused phone and conversation etiquette.

• Ability to work well as a part of a team.

• Ability to efficiently achieve positive results in a high pressure, high volume, and fast-paced work environment.

Physical Demands: The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be considered to enable individuals with disabilities to perform essential functions.

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Shift work, holidays, weekends, or nights may be assigned.

Ability to maneuver in all areas of the casino, ascent/descent from stairs, frequent standing, walking, sitting, reaching, stooping, kneeling or crouching, and/or prolonged periods of time focusing on tasks. Ability to lift at least 25 lbs. May regularly need to lift/ move, push, or pull up material or boxes necessary to the job function, with or without assistance.

Occasionally required to lift/move, up to fifty (50) pounds of force (pulling, pushing, lifting, carrying, etc.) and reach with hands and arms, use hands to grasp, and have finger dexterity to handle objects, tools, or controls. Exposure to both extreme Hot and Cold temperatures, equipment, and substances and regularly required to work in tight, high or confined spaces.

Specific vision ability includes close vision, distance vision, color vision, peripheral vision, and depth perception. Visual acuity to discern and examine text, graphics, color, and symmetry. Speech to communicate clearly, express ideas and convey information in an understandable manner. Ability to hear for listening comprehension and to understand ideas presented through spoken words and sentences. Manual dexterity to operate office or required equipment and examine or update documents, records, data, instructions, logs, and files.

Social perceptiveness to assess and understand other's reactions and behavior. Critical thinking to use logic and reasoning, to reach conclusions/solutions. Comprehension in assessing, analyzing, and processing alpha, numeric, and visual data and completing required tasks or documents accurately. Ability to tolerate stress and conduct tasks under critical deadlines. Ability to concentrate on a task over a period of time without being distracted.

WORK ENVIRONMENT The work environment characteristics described here are representative of those a team member encounters while performing functions of the job and in areas monitored by security or surveillance cameras. Work in casino operations and/or internal or external environments occasionally. Exposure to secondhand smoke, moderate to high noise level, bright lights, fluctuating temperatures/weather conditions.

REGULATORY AND COMPLIANCE RESPONSIBILITIES

In addition to the other duties described herein, each team member has the following responsibilities related to compliance with laws and regulations:

• Employment is contingent on receiving and maintaining adequate licensing, including any required gaming license.

• Attend required training sessions offered by the Spokane Tribe Casino.

• Perform the duties described in compliance with local laws and regulations.

• Have knowledge of the ordinances, regulations, laws, policies, and procedures relating to the Casino.

• Take the necessary steps to ensure minors are not encouraged or permitted to gamble or loiter in gambling areas, drink alcoholic beverages, or purchase tobacco products.

• Refer to the Internal Control System and Policy Manuals for guidance.

• Take the appropriate steps to report exceptions, fraud, acts of wrongdoing, and potential violations of regulations or internal controls to the appropriate levels of management.

• Uphold high standards of ethical behavior and uphold a high level of confidentiality.

• Demonstrate an understanding of the impacts of problem gambling and have knowledge of the Casino's programs to address problem gambling.