Groups and Events Coordinator

7 months ago

Courtenay, Canada Crown Isle Resort & Golf Community Full time

_COME PLAY WITH US_

We believe that the key to our success lies in the quality and dedication of our people; we are a dynamic team, and each of us plays a critical role in striving to provide the best in service to our guests again and again. A big part of who we are and who we strive to become is dependent upon YOU - work hard play hard

**SUMMARY**:
The Catering Coordinator is responsible for welcoming guests and prospective clients to our venue, coordinating and upselling all elements of the event. It is vital that they respond to client requests and needs in a friendly and professional manner, to meet and exceed guest expectations. This is an administrative role which requires a high level of organization and attention to detail.

**RESPONSIBILITIES**:

- Inspect function room and food arrangements prior to guest arrival to ensure all specifications are met.
- Perform administration duties for the Catering team to include, but not limited to, buffet labels, door signs, filing and maintaining office supplies. Ensure all BEOs are constantly updated with changes
- Be onsite to welcome clients at the start of the function when needed
- Highly organized person (This position really requires somebody who is highly organized and has attention to details, the booking process is a bit long, there is a lot of steps to consider before closing a deal, this position will not work for somebody who forgets or is messy).
- Conduct professional site visits and client meetings as necessary to showcase our conference rooms
- Plan, up-sell and detail the function with the client including space requirements, set up times, audio visual equipment and food & beverage maximizing function space and revenue.
- Create, manage, and distribute Banquet Event Orders and floor plans in a timely manner to the client and the operation team. Within the Banquet Event Orders (BEO), include detailed information on meeting room set-ups, number of persons attending, times of the meetings, audio visual equipment requirements, entertainment requests, agendas, food and beverage requirements, contact information and billing instructions. BEOs must be delivered to the Chef and Catering Supervisor on Wednesday for the following week.
- Manage timelines on deposit schedules, contract confirmation, amendments and cut off dates to ensure accurate communication and invoicing. Stay organized and proactive on payment schedules.
- Attend all relevant meetings to review event details and communicate details with other departments as required.

**QUALIFICATIONS**:
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.

**EDUCATION and/or EXPERIENCE**:

- Previous experience in hospitality, or food and beverage an asset
- Advanced level of proficiency in MS Office suite
- Experience with Maestro, Micros, basic cashout procedures an asset

**LANGUAGE SKILLS**:

- Ability to read, analyze, and interpret company policy and procedures, and government regulations.
- Ability to effectively present information and respond to questions from guests, and the public.
- Ability to deal with challenging guest situations in an effective and positive manner.
- Ability to listen to guest’s concerns and find a positive solution.

**MATHEMATICAL SKILLS**:
Ability to calculate figures and amounts such as discounts, interest, percentages, fractions, ratios, and proportions.

**REASONING ABILITY**:

- Ability to define and solve problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Must be able to work independently to achieve team goals.
- Must have a strong ability to coach and work as part of a team.
- Ability to multi-task and pay close attention to details.
- Must be able to maintain focus under pressure.

**PHYSICAL DEMANDS**:
While performing the duties of this job, the employee is:

- Regularly required to stand, walk, use hands to touch, handle, or feel; reach with hands and arms; climb, balance, stoop, kneel, crouch or crawl; and talk or hear; lift or move up to 25 pounds.
- Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

**WORK ENVIRONMENT**:
While performing the duties of this job, the employee is:

- Seasonally exposed to outside weather conditions.
- Occasionally exposed to moving mechanical parts.
- The noise level in the work environment is usually moderate.

**WHAT WE OFFER**:

- A foot in the door to an employer who can offer a variety of positions not only with Crown Isle Resort, but with any of our subsidiary companies
- Medical / Dental benefit plan once crite

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