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Catering Coordinator for Private Events At Confidential

Location: New York, New York

Job Description

Private Events Coordinator

Job Description:

The job encompasses a variety of tasks and duties required to provide complete event services to our members. Most of the time is spent in the office while communicating interdepartmentally and with members, clients and our team. Hours 10am-6pm (1 hour lunch) Mon- Fri, nights and weekends as necessary

Personality Traits:

A CAN DO attitude that is positive, professional, friendly, outgoing and organized. Exceptional interpersonal skills to work with team as well as members and clients. Team player with the ability to multitask and shift gears in the face of interruptions. Solution oriented, self starter, keen eye for detail. Professional dress and demeanor are a must.

Requirements:

Experience within a full service hotel, club or event space (i.e. Convene) preferrably within Catering/Event Office. Hospitality degree or equivalent training required. F&B experience a plus. Highly competent with Computer (Northstar a big plus, Delphi a plus), Microsoft Office.

Responsibilities to include:

Be the face of the office- first one to greet any incomer, standing to welcome client

Maintain "Closing Corner"- keep neat, prepare for known appointments etc

Maintain "Ivy Board" with department calendar and team WOWs

Answer phones (within 3 rings)

Completing inquiry sheet and transferring leads to available Private Event Manager (PEMs) where possible

Sending general proposals to general leads to qualify leads (especially through web)

Prepare all contracts based on details from Sales Managers

Prepare proposals based on details from Sales Managers

Handle all In House & Council meeting and event requests and process internal clients as external

In house Meeting Request Form to be completed no more than 30 days prior, BEO to be sent back within 14 days of event, preferably within 48 hours of request receipt, once approved by internal client distributed with all BEOs

Manage box process- delivery and shipping. Maintain spreadsheet noting all boxes in/out, notify Service Managers/Banquet Captains of boxes with instructions for pick up/delivery

Distribution of BEOs, both electronic and physical

Distribution of guarantee sheet and any other documents from Private Event Department to the Club

Completion and distribution of Site Visit Forms, electronically. Compile site details from Sales/Service Managers (client name, time, room, any special items/set up needed, hot buttons for client etc) and distribute to full Club

Maintain Private Events BEO Bible

Maintain UBI Bible (each form held in binder separated by month for the year as back up

Act as Meetings Concierge

Pre-walk space before Site Visits to ensure in good order (lights on, no visible garbage etc) and work with respective areas to correct any issues

Walk spaces when appropriate to ensure meeting rooms and meal periods are set appropriately and on time, work with respective areas to correct any issues and report back to Service Managers

Maintain and order office supplies

Northstar System clean up- ensure all data is correct

Manage turn over process (see checklist)

Once executed contract received, ensure all data in Northstar matches, turn Definite (Booked) in system, bring deposit to Accounting, create file and return to Director for assigning

Inquiry tracking- record all leads in spreadsheet, strong prospects entered into Northstar (details from PEMs)

Prepare Thank You's for past events, sites etc

Prepare Anniversary notes for past couples

Prepare details for and conduct competitive shop analysis

Distribute (physically, telephonically, electronically) changes, revisions

Please send your resume and cover letter for consideration.

Job Type: Full-time

Salary: $23.00 to $23.01 /hour

Experience:

Education:

Work Location:

Benefits:

Pay Frequency:

Schedule: