Catering Coordinator

**Job Description for Special Events Coordinator**

Position Title: Special Events Coordinator (SEM)

Status: Full-Time

**Salary**:
Hours: 40 hours/week (varied shifts. Regular Weekend/Evening work is required)

**Position Summary**:
This Special Events Coordinator plays an integral role in ensuring 124 on Queen Hotel & Spa weddings and special events are well organized and executed successfully.

Reporting to the Catering Sales Manager and working alongside the Food and Beverage Operations Team and Sales Team, the Special Events Coordinator will utilize their passion, skills, and industry experience to elevate organized events through coordination with the client, gathering and sharing information regarding individual events to appropriate teams at the Hotel, working alongside the Chef and food and beverage team, outside vendors, assisting with event set-up, logistics, and being the hospitality liaison for all events. Events include weddings, special internal and external onsite events, and offsite catered events.

Special Event Coordinator Duties and Responsibilities:

- Serve as the main point of contact and prepare all client, internal and external, communications once a contract has been signed by the Sales Department and initial deposit processed.
- Create and meticulously maintain event file with up to date event timing, menu selections, dietary restrictions, décor information, vendor contacts, rooming lists and special requests.
- Be present on event days to serve as day of hospitality contact. This includes welcoming the client and vendors, efficiently assisting with last minute adjustments, limited event set up, and being a direct contact for the wedding couple on their special day, assisting during ceremony.
- Coordinate internally Client’s needs with the Chef, Food & Beverage Team, Front Desk, Housekeeping, Spa and Sales Team
- Discuss, make recommendations, and confirm event menu selections, set up and schedules with client.
- Manage and input rooming list of guest names for contracted room blocks and maintain inventory of blocks as well as manage appropriate cut off dates.
- Accurately prepare, revise, and distribute day of timelines, floor plans, and banquet evet orders (BEO) and group itineraries to the appropriate teams and other suppliers in a timely manner.
- Reserve and follow up on client menu tastings prior to event date ensuring that all details from the tasting are included in the event file and shared with the Chef.
- Liaise with outside suppliers and vendors during event planning process to ensure all items are in order, including but not limited to ordering items needed for event and coordinating delivery (i.e. AV, décor, additional kitchen rentals)
- Communication with accounting office and complete billing for additional deposits, invoicing and final payments to close event files
- Utilize efficient sales strategies to upsell client experiences and maximize food and beverage, spa, and other Hotel revenue to the utmost potential
- Attend weekly Food & Beverage and Operational meetings as required.
- Efficiently utilize Microsoft Word, Excel, and Power Point as required to create signage, menus, and spreadheads
- Stay updated on current trends, new ideas, and service standards within the event industry and propose new ideas to improve services and event quality.
- Follow up with clients following events and communicate feedback to appropriate Teams to improve offerings and service.
- Represent the 124 on Queen hospitality culture in all interactions with clients and team members.
- Demonstrate respect and courtesy for all clients and team members, as well as respecting Diversity, Equity, and Inclusion
- Take initiative to improve service levels, share knowledge and best practices.
- Willingly accepts other duties and assists in tasks to meet department and team needs.

**Qualifications and Experience**
- Previous experience as an event coordinator or similar role
- Diploma or degree in event management or a related field is an asset.
- Demonstrated ability to organize workload and respond to competing priorities in a busy, dynamic environment.
- Self motivated, decisive, responsible, and driven to provide the best service possible.
- Very strong attention to detail
- Excellent interpersonal, written, and verbal communication skills
- Proficient in the use of Microsoft Office Suite (outlook, work excel etc.)
- Exceptional hospitality and relationship management skills

Working Conditions
- Onsite at 124 on Queen Hotel & Spa
- Offsite at catering venue partners as needed.

Physical Requirements
- Must be able to push, pull, and twist with heavy objects and linens

Language Skills
- Excellent command of the English language in communicating both verbally and non-verbally
- Ability to effectively present information and respond to questions from manager, employees, and general public.

**Job Types**: Part-time, Permanent
Part-time hours: 40 per week

**Salary**: $38,000.00-$45,00