Banquets Coordinator

3 weeks ago

Ottawa, Canada FAIRMONT Full time

**Company Description**
Fairmont Château Laurier is the iconic hotel of Ottawa - Canada's capital city. Built in the age of grandeur, Ottawa's very own castle is a magnificent limestone edifice with turrets and masonry reminiscent of a French château. A symbol of timeless elegance, the hotel combines a distinctive blend of historic charm and modern efficiencies.

**What Is In It For You**
- Wonderful company culture - our colleagues are at the heart of all that we do
- Food & Beverage discount of 50% in our restaurants
- Employee benefit card offering discounted rates in Accor worldwide for you and your family
- Learning programs through our academies designed to sharpen your skills
- Ability to make a difference through our Corporate Social Responsibility activities, like our Sustainability Program
- Comprehensive extended health benefits package

Fairmont Château Laurier is proud to provide employment accommodation during the recruitment process. Should you require any accommodations, please notify us.

**Our commitment to Diversity & Inclusion**:
We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.

**Why work for Accor?**

We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities.

Do what you love, care for the world, dare to challenge the status quo **#BELIMITLESS**
**Job Description** Responsibilities**:
Reporting to the Banquets Managers, responsibilities and essential job functions include but are not limited to the following:

- Prepare and distribute material and correspondence relating to the successful operation of the department
- Act as a liaison between other F&B departments, communicating information about HR needs, Catering and Sales requests and last minute information
- Work closely with Director of Banquets and Assistant Banquet Managers
- Share mail distribution
- Ensure prompt and courteous service is extended to both internal and external guests
- Briefing with Director of Banquets or Assistant Banquet Manager daily
- Responsible for the following duties including administrative duties:

- Prepare clip boards for next 2 day Catering meeting
- Pick-up/deliver daily mail
- Filing distribution at the end of the business day; updating boards with change logs and revised BEO’s
- On Thursdays, prepare a first draft of the schedule shell which will be reviewed and adjusted and approved by the Director of Banquets
- Complete turnover, coffee break, set-up sheets and staffing sheet for next day
- Complete daily billing
- Fill in the event summary with de-brief from managers and captains
- Verify all reports were sent out the night prior and send any if required
- Log all deliveries for guests (groups)
- Document BEO (banquet event order) changes as required and notify manager on duty of changes
- Contact staff regarding changes in a timely manner, per seniority
- Contact agency staff when required
- Attend and take minute’s at all departmental meetings
- Enter work orders in Royal Service and follow-up with engineering to ensure completion
- Complete purchasing orders
- Answer radio calls and dispatch to appropriate person
- Order and pick-up coat check tickets, buffet labels, parking passes, etc
- Print off and change VOG/TrustYou, not yet implemented
- Photocopy BEO’s (banquet event orders) for set-up crew by 2pm
- Photocopy set-up sheet for Housemen by 2pm for next day’s set-ups
- Track Lost & Found items and ensure items are sent to Housekeeping
- Deliver messages and faxes to meeting rooms
- Maintain Cleanliness of the Banquet Office
- Manage to do list for the night cleaner
- Assist with event coverage as needed
- Other duties and projects as assigned

**Qualifications** Qualifications**:

- Food and Beverage and Banquet Services experience required, preferably in Hospitality
- Previous Administrative experience a strong asset
- Fluency bilingual in both official languages an asset
- Excellent interpersonal and communication skills, both written and verbal
- Excellent computer skills with Word, Excel, Outlook, Micros, Power Point
- Able to work independently
- Must be able to maintain a positive attitude within a very busy environment
- Ability to multi-task and take directions from numerous sources
- Ability to prioritize, maintain control over workloads and perform under pressure
- Outstanding attention to detail and tenacious in pursuit of excellence
- Professional appearance and demeanor with a professional telephone manner
- Must be a proven team player who is motivated and can take initiative

**Additional Information**
Physical Aspects of Position (included but not limited to):

- Standing and walking throughout shift
- Occasional kneeling, pushing, pulling, lifti

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