Sales Catering Coordinator

3 weeks ago

Halifax, Canada Lord Nelson Hotel & Suites Full time

As a locally owned landmark hotel, the Lord Nelson Hotel & Suites has earned a reputation for serving excellence. We offer a variety of positions under one roof, creating a great opportunity for mobility and growth. Our most essential resource is our employees. Join the best team in Halifax and be a part of the legend

The Catering Coordinator serves as the point of contact for clients and communicate with them by phone and email to respond to questions and requests about catering.
The Catering Coordinator will work collaboratively with the sales and catering team to achieve revenue and sales activity goals set by the Director of Sales and Catering and executive leadership team. This highly administrative position provides administrative support to the Sales and Catering department. The successful candidate is very organized, detail-oriented, self-motivated, and can multi-task.

RESPONSIBILITIES:
Manage and track incoming telephone, email, and online catering inquiries directing to the Catering Manager within a 24-hour turnaround time.
Act as the main point of contact for all event details including meet & greet with the client at the start of their event
Under direction from the Sales and Catering Managers, create documents throughout the entire sales process (proposals, estimates, formal contracts based on individual client’s needs, banquet event orders, conference resumes)
Enter, retrieve, reconcile, and verify information (e.g., commissions, leads, third parties) in software involved in the sales catering process
When signed agreements are received ensures suitable event space is held in the systems
Works closely with Sales Coordinator & Reservations Coordinator to understand their roles as well to ensure there is coverage when they are not in the office
Handles “Catering Only” bookings for small social events, 20 guests and under. Handles all details from the inquiry stage, to proposal, to booking agreement and all conference services detailing, including meeting room setup, audio visual requirements and food and beverage selections.
Daily distribution of event orders and change logs to appropriate departments
Provides administrative support to the Director of Sales & Catering and Catering Sales Managers
Coordinate & manage events sold by the sales managers
Assembles consistent and concise BEO that clearly represent a group every requirement, including client approved floorplans (if required) for all departments
Ensures all BEO’s distributed by the catering office are distributed accurately and on time to the Food & Beverage Team.
Execute the Group pass over process, ensuring all required documentation is in place and accurate prior to transferring the file to Food & Beverage Team and afterwards to Accounting
Communicate with the clients to obtain event details in a timely fashion
Answer guest questions about property facilities/services (e.g., hours of operation, rates and room types, packages, promotions, entertainment, restaurants, special events)
Understand the customer site visit process, including preparing guestrooms & event space for the site
Gather materials and assemble information packages (e.g., brochures, promotional materials)
Assist in menu planning & implementation
Actively participate and prepare documents and reports for daily meetings and ongoing team projects as well as attend BEO meetings, Daily Huddles, Resume Meetings and Departmental Meetings
Participate in community and hotel networking events
Prepare a variety of weekly and monthly Sales reports within a specified timeframe
Perform general office duties to support Sales & Catering (e.g., filing, sending emails, answering the phone, faxing, copying, writing cards, delivering amenities, assisting guests whenever needed outside of sales department scope of work)
Maintain familiarity with all in-house groups and events
Professionally represent the property in all written and verbal correspondence with clients and coworkers
Always provide a high level of customer service.

REQUIREMENT/EXPERIENCE:
Follow all company policies and procedures
Empathy towards your customers and colleagues
Able to work a flexible schedule to meet business demands and event start times- this could include, evenings, weekends and holidays
Polished personal presentation with warm, confident, and hospitable personality
Ensure personal appearance are clean and professional, wearing nametag while on property
Maintain confidentiality of proprietary information; protect company assets
Welcome and acknowledge all guests according to company standards
Anticipate and address guests’ service needs; thank guests with genuine appreciation
Speak with others using clear and professional language; prepare and review written documents accurately and completely
Consistently exhibit professional written and verbal communication with both clients and colleagues
Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees
Work collaboratively with all hotel departments to ensure the needs to the client are met
Comply with quality assurance expectations and standards
Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.
Perform other reasonable job duties as requested by management team

Lord Nelson Hotel & Suites recognizes our employees as essential to our success and value diverse skills. From frontline staff to management, we offer excellent opportunities for career growth, as well as employer-provided medical benefits and other incentives. We are looking for new talent to join our dynamic team that is setting the standard of excellence in the hospitality industry.

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