SalesCateringBanquet Coordinator (28hr 33hr)

The Sales/Catering/Banquet Coordinator provides sales and event related administrative support services and details event space bookings. Maintains office organizational system proactively keeping ahead of workflow. Responsible for the coordination and planning for a successful experience directly with clients once booked and for coordinating the details with the hotel team internally.

DUTIES AND RESPONSIBILITIES

Sales/Catering

• Coordinate with customers on due dates for rooming lists cut off dates BEOs contracts etc to ensure all deadlines are met.
• Create and distribute group resumes to all departments.
• Provide each department with the necessary information in regards to special requests VIP packages set-up services needed and billing procedures.
• Handle Sales and Catering phone calls inquiries and correspondence in a professional manner.
• Promote hotel services facilities and anticipate guests needs to promote higher guest satisfaction.
• Responsible for applying BonVoy points for Groups that have departed.
• Maintain booking files and ensure all information is included turnover checklist deposits contracts etc.
• Enter conference space blocks of rooms in CI/TY and individual reservations in Lightspeed.
• Complete company and brand trainings and any required meetings requested by Director of Sales.
• Demonstrate brand standards behaviors hallmarks and mandates.
• Coordinating VIP amenity requests VIP pre arrival needs and gift certificates.
• Be able to conduct site tours with clients when needed.
• Other duties as assigned based on current business levels.

Banquets

• Distribution of documents for internal meetings such as Banquet Event Order review and Resume review.
• Help facilitate BEO meetings with the team.
• Assist with signage for in house groups.
• Assist where necessary to ensure optimum service to guests.
• Helps to manage banquet and meeting space for assigned groups.
• Communicate service needs throughout the event.
• Help maintain banquet inventory by requesting supplies as needed.
• Help to coordinate AV equipment and other technical needs.
• Help execute banquet event orders and service delivery according to guest expectations and banquet event order.
• Help conduct pre-function meetings and review all information pertinent to the service and set-up/clean-up of groups.
• Inspect scheduled function areas/rooms table set-ups bar set-ups buffet tables receptions and coffee breaks for cleanliness presentation and proper layout.

Interpersonal Relationships

• Develop relationships with associates community and guests to build loyalty and trust.
• Guest oriented with a sincere helpful caring and friendly personality. Has exceptional energy flexibility and professionalism.
• Has strong communication skills (verbal listening & writing).
• Practice time management is goal orientated and has the ability to multitask to meet deadlines.

Financials

• Review all banquet revenues on a daily basis for accuracy.

WORKING ENVIRONMENT

The hotel is in a public business atmosphere which varies temperature based indoor and outdoor climate. The nature of this job is primarily indoors but may require to be outdoors based on business needs.

EDUCATION

A.A. B.S M.S/M.A. Degrees or Certifications in Business Management Sales Marketing Catering Wedding Planning or Hospitality encouraged.

WORK EXPERIENCE

Minimum 2 years of Catering Assistant experience in a hotel.

Knowledge

• Know basic accounting such as addition subtraction division in order to calculate sales volumes percentages discounts etc.
• Understand hotel function know guest/group profiles and know business demand in the area and local hotel competitors.
• Possess computer knowledge beyond basics typing composing e-mails use of Microsoft Office (Word Excel and Power Point) and Adobe.

Skills

• Strong business communication skills both verbal and written in English.
• Strong presentation abilities in front of individual small or large groups.
• Have the skill to manage multiple projects and tasks at a time maintain focus and structure and know how to prioritize.
• Have the skill to resolve conflicts with ease and professionalism to ensure maximum guest and associate satisfaction.

Abilities

• Able to immediately engage and connect with guests and associates smile often establish relationships to develop loyalty and achieve both associate and guest satisfaction goals.
• Ability to maintain consistent positive energy self-motivation and passion for hospitality.
• Ability to keep hotel sensitive information confidential such as guest/group information hotel financial information etc.
• Ability to learn new software and computer systems.
• Ability to easily adapt to constant change pressure and deadlines and remain composed and focused.

PHYSICAL REQUIREMENTS

• Sit and or move for prolonged periods of time for 8 hours.
• Ability to walk around the hotel up and down stairs stoop kneel push/pull and lift as necessary up to 10 lbs.

BUSINESS ATTIRE

To present a professional and business image to guests associates and public we ask that all associates follow PHMs dress and grooming standards available in the PHM Handbook on page 16.

PREFERRED QUALIFICATIONS

Knowledge of CI/Marriott Sales or similar sales database systems.

The Sheraton Hotel Palo Alto (a Pacific Hotel Management Hotel) functions 7 days a week 24 hours a day. All associates must acknowledge and understand this fact and be aware that at times it may be necessary to move an associate from their accustomed shift as business dictates.