CIRC Hotel Hollywood, FL, USA
Aug 22, 2019Full time
Event Coordinator Banquets Hollywood, FL, USA Full Time Department: Food and Beverage Accountable To: Catering Sales Manager & Director of Food and Beverage FLSA: Non-Exempt Scope Maximize hotel profitability and customer satisfaction through the servicing of catering and meeting functions Essential Functions : - Work with the Sales and Catering/Sales Managers on special projects and daily functions of the Sales and Catering departments - Coordinate for all catering and meeting functions after Sales and Catering/Sales Managers have booked the business at the appropriate interval. Communicate all set up and service requirements to Banquet team and Executive Chef. Act as an on-site point of contact for all in house functions. - Establish and maintain files with proper documentation for all contracted functions. - Contact all catering/meeting clients beginning at 30 days prior to function to review contracts, verify menu and go over all details including signed contracts, payment form, guarantee policies, minimums, etc. - Ensure negotiated function prices are inline with hotel profit objectives - Collect payment at least 72 hours prior to all functions, unless direct billing or alternate payment has been arranged in advance - Attend weekly food and beverage meetings with Catering/Sales Manager to communicate requirements of incoming groups. Attend all required orientation training classes and weekly sales meetings. - Assist the Catering/Sales Manager to ensure that all incoming calls are answered promptly and to ensure that the office is always manned during regular business hours. - When phone messages are necessary, calls must be returned no later than two hours from the time of the incoming call. - Maintain daily events sheet, end of month actuals report and other reports as assigned - Perform all duties in a timely and efficient manner and in accordance with the Trust Standard Operating Procedures - Perform other duties as assigned by the Catering Sales Manager and Director of Food and Beverage - Adheres to all applicable Trust Standard Operating Procedures Other : Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment. Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meeting is required. Upon employment, all associates are required to fully comply with Trust rules and regulations for the safe and effective operation of the hotel facilities. Associates who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment. Supportive Functions : In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel: - Take every opportunity to amaze the guests - Ensures all guests are being treated in an efficient and courteous manner and that all Trust standards are being applied - Work in conjunction with accounting to maintain and minimize levels of account receivables. - Coordinate activities with other hotel departments in order to facilitate increased levels of communication and guest satisfaction. - May attend bridal shows Teamwork Skills : Be an enthusiastic, helpful and positive member of the team Be professional, responsible and mature in conduct and behavior Be understanding of, encouraging to and friendly with all co-workers Be self motivated and use time wisely Maintain open line of communications with each department Communicate pertinent information Respond positively to new ideas Openly accept critical/developmental feedback Report to work on time Give adequate notice if going to miss work Be available to work a flexible schedule to include weekends and holidays Maintain effective communication through the use of meetings, log books and bulletins Be available to help other departments in emergency situations Adhere to all work rules, procedures and policies established by the company including, but not limited too those contained in the associate handbook. Safety and Security : - Be knowledgeable of policies regarding emergency procedures and security concerns Specific Job Knowledge, Skills and Abilities The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities: Must have excellent MS Word and Excel knowledge/skill. Typing ability of 45 wpm Must be able to speak, read, write and understand the primary language(s) used in the workplace. Must be able to read and write to facilitate the communication process. Requires good communication skills, both verbal and written. Most tasks are performed in a team environment with the associate acting as a team leader. There is minimal direct supervision Must possess basic computational ability. Must possess basic computer skills. Extensive knowledge of the hotel, its services and facilities. Physical Demands Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems. Must be able to sit at a desk for up to 6 hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task.Position requires outside sales calls, driving to and from business contacts, walking, sitting, standing for various length of time. Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis. Must be able to lift up to 15 lbs on a regular basis. Requires grasping, writing, standing, vending, repetitive motions, climbing, listening and hearing ability and visual acuity. Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates Vision occurs continuously with the most common visual functions being those of near vision and depth perception. Requires manual dexterity to use and operate all necessary equipment. Must have finger dexterity to be able to operate office equipment including computers, FAX machines, copiers, printers and calculators. Must be able to type 50 wpm. Qualifications High School Diploma or higher. Prior experience working in a hotel strongly preferred. Grooming All associates must maintain a neat, clean and well-groomed appearance per Trust Standards. Sales Manager must dress in professional, business attire at all times. This job description is not an exclusive or exhaustive list of all job functions that an associate in their position may be asked to perform from time to time.