Conference Services & Catering Coordinator

Company Description

Discover the essence of Maui at Fairmont Kea Lani, Hawai‘i’s only all-suite and villa luxury resort. Nestled on the pristine white sands of Wailea’s Polo Beach, this award‑winning oceanfront paradise defines quintessential Hawaiian luxury with a state‑of‑the‑art spa, island‑inspired cuisine and authentic cultural experiences. From full‑moon staff hikes and beach clean‑ups to appreciation luncheons and birthday holidays, our team provides endless opportunities to learn and grow in both personal and professional development.

Live and work in a place you love!

• Comprehensive benefits package (Medical, Vision, Dental) including extended benefits:
  Basic life insurance, TDI and Long‑Term Disability for regular Full‑time and Part‑time employees
• 401(k)
• One complimentary duty meal for all employees that work more than 6 hours per shift
• Food & Beverage discount at Fairmont Kea Lani (venue‑specific discount may vary)
• Wellness Offerings
• Employee benefit card offering discounted rates worldwide through Accor
• Learning programs through our Academies
• Opportunity to develop your talent and grow within the property and across the world
• Ability to make a difference through Corporate Social Responsibility activities

Hourly Rate: $31.00

As an administrative support specialist in Conference Services & Catering (CSC), you will assist the Director of Conference Services & Catering with daily administrative tasks and act as the departmental liaison in the absence of management.

• Act as departmental liaison with internal & external customers when Managers or the Director are unavailable
• Assist callers with inquiries and change requests
• Respond to general inquiries and direct them appropriately
• Produce and distribute documents including contracts, amenity requests, turnover letters, BEOs, pre-convention booklets, group resumes, and daily event reports
• Process deposit checks, fax and retrieve departmental documents, mail outbound materials, check inbound mailboxes, monitor VIPs, enforce cut‑off dates, run mail, create booking files and purchase orders
• Organize catering and/or convention booking files from date of departure and maintain accurate activities within files consistently
• Obtain and confirm event‑related information (meeting specifications, audio‑visual needs, rooming lists, technical needs, exhibit needs, food & beverage requirements) with clients, organize and distribute group resumes, conference agendas, event orders, and floor plans to all operating partners accurately and in a timely manner
• Handle internal events and block space efficiently to maximize revenue while addressing internal needs
• Establish and maintain rapport with clients before, during, and after conferences, exceeding their expectations and encouraging repeat business
• Update menus in Opera System as needed
• Generate and distribute internal reports via email
• Generate amenity and service requests; create amenity cards
• Prepare deposit invoices for clients and obtain manager approval
• Manage function room keys for Meeting Planner, ensuring rooms are properly keyed and inventory of keys is maintained
• Maintain an aloha spirit by providing engaging, personalized, timely, and efficient service to guests; be alert to all guests’ needs and requests

Employees are required to work varying schedules, including overnight, weekends, and holidays, to accommodate the business and demands of the hotel.

Education

• High School diploma (or equivalent) and/or vocational training
• Post‑secondary education in Hospitality Management is an asset

Experience

• One year of administrative assistant experience in the hospitality industry
• Previous experience within the luxury market in a similar or related role is preferred

Must possess identification proving authorization to work in the United States as defined by the Immigration Reform and Control Act of 1986. This position does not offer sponsorship of work visas. Resumes that do not meet these requirements will not be considered.

Applicants must be legally eligible to work in the United States.

We are an inclusive company and aspire to attract, recruit, and promote diverse talent.