Catering Coordinator (Temporary)

DoubleTree by Hilton Hotel Los Angeles Downtown

ESSENTIAL FUNCTIONS:

The most important responsibility of a catering coordinator is to coordinate the catering details for large events and provide a responsive and pleasant catering experience to clients. Other daily duties include organizing social and corporate events, increasing catering sales, implementing the follow-up of all catering orders, training new managers and staff, ensuring proper execution of catering orders, estimating costs and amount of ingredients, minimizing waste and placing orders with suppliers. A catering coordinator may also undertake general administrative tasks as required.

Opens incoming mail, dates stamps and distributes accordingly.  Sends outgoing mail both interoffice and outside of the hotel.  Routes mail, faxes and other printed matter. Receives all checks and maintains daily check log in partnership with accounting. Daily pick up of sales keys, manage key log for department.(15%)

Types and prepares numerical/financial reports, as directed.  Prepares correspondence on behalf of management staff. Creates and maintains log for hotel Gift Certificate, Enters data into the departments’ information system, as required. Duplicates, copies and distributes and mails materials for the department/office (20%)

 (15%) Since this is duplicate maybe write something like “Uses the property’s sales and catering system (Delphi) to run daily and weekly catering distribution reports for operation team. Send out all meeting planner surveys after conclusion of event.

Uses the property’s email system and maintains their email box, as is policy.  Additionally, this position may or may not have access and/or control over the email box of their supervisor(s) (20%)

. Maintains files and equipment in an orderly and professional manner (10%)

 Appropriate business use of telephone and voice mail system.

Greets internal and external customers in a friendly and professional manner.  Announces visitors and/or handles requests, as appropriate

SUPPORTIVE FUNCTIONS:

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company.

• Consistently offers professional, engaging and friendly service
• Assist with answering telephones in the Sales and Catering Office and directing calls appropriately. Accurate message taking and relaying information is imperative as well as offering assistance to client when Manager is not available.
• Assist the Catering team with direct administrative support.
• Complete all introductory emails with accuracy.
• Assist in maintaining an accurate client and menu/BEO data base in Delphi and adhere to all DoubleTree by Hilton system standards.
• Periodically coordinate all details of small groups as deemed by the Director of Catering Periodically assist with managing the on-property needs of large groups as deemed by the Director of Catering.
• Ensure all indicated meeting planners receive the appropriate surveys.
• Maintain file system (active and inactive).
• Ensure prompt and courteous service is extended to both internal and external customers.
• Attend BEO meetings when applicable.
• Periodically assist Manager with Menu Tasting appointments.
• Have a complete knowledge of hotel services and accommodations.
• Participate in hotel and training programs when applicable.
• Provide distribution of all banquet event orders/change logs/guarantee sheets on a daily basis and weekly distribution.

***Delphi experience is a must.***

Interstate Hotels & Resorts is an EEO/AA/Disabled/Veterans Employer. and to navigate to the “EEO is the Law” poster and supplement.