Conference Services & Catering Coordinator

Job Description

Take care of the little things and the big things where Conference Services & Catering (CSC) is involved.  Your organizational skills and attention to detail will be well-utilized as you assist the Director of Conference Services & Catering with the daily administrative tasks for the department.

Hourly Rate: $31.00

• Act as departmental liaison with internal & external customers, in absence of Managers or Director
• Assist callers regarding inquiries and change requests
• Effectively respond to general inquiries and direct/handle them appropriately
• General Document production and distribution; to include but not limited to – contracts, amenity requests, turnover letters, BEO’s, pre-convention booklets, group resumes and daily event reports
• General activities; to include but not limited to – processing deposit checks, faxing and retrieving  departmental documents, mailing outbound materials, checking inbound mailboxes, monitoring VIPs, implementing cut off dates, mail runs and creating booking files and purchase orders
• Organize catering and/or convention booking files from date of departure, and maintain accurate activities within files consistently.
• Assist CSC Managers in obtaining/confirming event-related information (to include, but not limited to meeting specifications, audio visual needs, rooming lists, technical needs, exhibit needs, food and beverage requirements, etc) with client, organize/distribute group resumes, conference agendas, event orders and floorplans to all operating partners accurately, and in a timely manner.
• Handle internal events and block space efficiently, to allow for revenue generation maximization while addressing internal needs
• Establish and maintain rapport with clients, prior to, during and post conference, 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 invoice for clients and obtain managers approval
• Manage function room keys for Meeting Planner.  Ensure function rooms are properly keyed and manage inventory of keys with Meeting Planner. 
• Maintain atmosphere of aloha spirit by providing engaging, personalized, timely, and efficient service to our discerning guests; be alert to all guests’ needs and requests

Schedule: Due to the nature of the hospitality industry, employees are required to work varying schedules, including overnight, weekends and holidays, to accommodate the business and demands of the hotel.

Qualifications

Education

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

Experience

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

Additional Information

All Candidates must be in possession of identification proving authorization to work in the United States as defined in the Immigration Reform and Control Act of 1986 (IRCA). This Position does not offer sponsorship of Work Visas. Resumes submitted that cannot fulfill these requirements will not be considered.

Visa Requirements:  Applicants must be legally eligible to work the United States

Our commitment to Diversity & Inclusion:
We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.

Join our ‘ohana today:  Visit our website to learn more about living and working for Fairmont Hawai’i.  www.fairmonthawaiijobs.com

Why work for Accor?  Discover a world where life pulses with passion!​

Join the Accor Group, an ecosystem of over 45 brands, 5,600 hotels, 10,000 restaurants and lifestyle places, that welcome you.  With us, your personality is valued, your opportunities for growth know no boundaries.  Every action you take has a positive and memorable impact on the experience of our customers, your colleagues, and also, on the planet, contributing to pioneering the art of responsible hospitality.

Hospitality is a work of heart! #fairmontcareers #alwayskealani