Coordinator | Conference Services & Catering Sales

To handle all Administrative duties as required by the CS/Catering Department.

• Responds to telephone inquiries by determining client's needs and specifications for referral to the appropriate Manager (CS and Catering calls, but not limited to assisting other coordinator/manager’s phone lines)
• Establishes rapport with clients and functions as Manager’s liaison.
• Extensive administrative duties and responsibilities; communication and distribution of daily/weekly/monthly reports and correspondence to Catering Sales, Conference Services, Banquets and Culinary operation procedures, handling confidential material and information
• Ensures that all filing systems are maintained according to spec's (Local, Hard/soft Copies and Audits).
• Maintain inventory of office supplies and surrounding area for Catering & CS Department, including ordering, coding and Birch street
• Coordinate all event arrangements with Director of Catering & Events including: reservations transportation, amenities, vendors, in-house meetings and events for VIPs, Corporate and Ownership visits.
• Process all Director of Catering & Events incoming correspondence
• Arrange appointments for Director of Catering Events as well as Catering/CS Managers
• Run and distribute Delphi Reports; such as 1 1- day and Daily E event for Catering and Convention Services and hotel as well as, Tentative and Prospect Report for Catering Managers – and as need reports for Director of Catering and Events
• Assist in qualifying Catering inquiries (Walk-In, Phone and email) by determining client's needs and specifications for referral to Catering Sale Managers
• Maintain Delphi in Catering Department by entering all leads, prepare proposals and update status of booking
• Run weekly prospect report for Catering Sales Managers
• Maintain Delphi in CS Department with turnover assignments and update status of booking
• Prepare In-House/Internal Banquet Event Orders and diagrams, as needed.
• Detail and execute Courtesy Room Blocks, coordinate BEOs & Resumes
• Maintain Resumes for upcoming meetings, VIP guests, meetings and events, etc.
• Assist with BEO Distribution
• Assist in Billing needs such as entering Permanent Account Numbers, Estimates and Bill Reviews ( As needed)
• Perform other duties as assigned by management.

• Assist Managers by advising Vendor guidelines of Ford Center & Hotel Loading Dock and packages

• Computer and printer, telephone, pen/pencil, photo-copying machine, file folders, fili ng cabinet, facsimile machine / e- fax, laminator

• Knowledge of:
  Microsoft Office, Opera, Birchstreet, GoCon, Delphi, Meeting Matrix/Social, Table, ALICE, Medallia ( Guest and Group) and any other software used on a daily basis.

• Interior of hotel, in normal office conditions.
• Interior of hotel, Meeting & Event Space (interior and exterior
• Exterior of hotel with exposure to weather conditions