Catering and Events Coordinator

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Full Time Hourly Watch Hill RI, Westerly, RI, US

7 days ago Requisition

Responsibilities include supporting team members, managing all incoming calls and leads, preparing proposals, estimates, contracts, and collateral, and ensuring client communication and documents meet hotel standards. The position assists with in-house resort events, membership communications, coordinates entertainment, music, and décor, and contributes to the monthly Resort Activity Calendar. Additional duties include assisting the catering leaders with day-to-day duties and tasks.

All employees are kindly asked to understand that the property operation is 24 hours a day 7 days a week, inclusive of all holidays. While the company will make every attempt to create a work and life balance, all hourly paid team members may be asked to work extended shifts and additional days based on business demands. The busiest of days during the season (Memorial Day through Columbus Day) are the weekend days from Friday through Sunday and on holiday weekends that are celebrated on Mondays, this can include Mondays.

All seasonal staff must be aware and able to work all weekends; requesting time off for a holiday weekend may not and will likely not be granted. The more flexible you are the more you can learn, grow, earn.

The operation is 24 hours a day 7 days a week, inclusive of all holidays.

Internal: This position reports directly to the Director of Catering & Events

External: Has regular contact with the company’s suppliers and vendors, social and group clients, prospective clients, guests, members, and residences owners. Maintains appropriate relationships with these and other constituencies to enhance the image of the Company and the attainment of its objectives.

• Five day work week with a minimum of 40 hours per week is required with changing days off as deemed necessary for the smooth operation of the department to ensure that there is appropriate coverage (7) days a week by a member of the Catering Department to complete the necessary tasks
• Aids and support to colleagues on the catering team.
• Answering all incoming telephone calls for Catering and appropriately responding to the inquiries in a timely manner as well as insuring that no telephone call goes without a same day response and acknowledgement of the call
• Qualifying and documenting incoming Catering leads and providing the necessary information to begin the sales process
• Creates proposals, estimates and contracts for assigned leads. Ensure all documents sent to clients are error free and follow hotel standards.
• Oversees and coordinates all the details for in-house resort events.
• Assist with Membership communication including emailing, phone calls, eblasts, billing, applications and membership packets.
• Compiling the requested collateral and packaging and sending out the information expeditiously
• Creating Catering Contracts and processing incoming Contracts along with distributing the necessary information to the affected departments
• Assist in the publication of the monthly Resort Activity Calendar ensuring that all in-house events are included.
• Book all music and entertainment programming for the Resort venues, handle arrangements regarding travel, housing, and contract negotiations for the entertainers. Work in conjunction with the Resort florist on weekly and monthly and holiday decoration.
• Assisting with the creation of Banquet Event Orders and the distribution on the appropriate date to all departments
• Assisting with the creation of the Group Summary Reports and the distribution on the appropriate date to all departments
• Reviewing the Final Billing with Accounting for accuracy before sending the final bill to our clients
• Assisting and monitoring the protection of space being held for events and ensuring the space is cleared when not needed to maximize full use of all function and event space
• Assis…