Hard Rock Hotel & Casino Lake Tahoe

  • Banquet Sales & Catering Coordinator

    Job ID
    2018-1981
    Status
    Regular Full-Time
    Department
    Food & Beverage
  • Job Description

                                                              POSITION DESCRIPTION

     

     

    From the brand that rocks the world, a career that rocks yours!

     

    Sales & Catering Coordinator

    POSITION SUMMARY / BASIC FUNCTIONS: 

    The Sales & Catering Coordinator is responsible for assisting in the daily operations of our events and meeting space to ensure overall client satisfaction. Creates proposals and contracts for managers. Arranges appointment for managers. Answers incoming telephone calls. Assist managers in inputting groups in Delphi. Types and distribute all correspondence, including booking notices, letters, contracts, etc. for assigned managers. Ensures that all correspondence is accurate. Maintains files. Maintains account files and ensures that all information is included in file, i.e. post convention reports, banquet checks, maps, deposits and final payments. 

    POSITION QUALIFICATIONS FORMAL EDUCATION, MINIMUM KNOWLEDGE, TRAINING & WORK EXPERIENCE:

    • High school diploma or equivalent experience and training, college degree preferred.
    • Previous hotel sales or catering experience preferred, but not required.
    • Ability to operate in a multi-task environment, including operating a multi-line telephone.
    • Above average proficiency in Microsoft Office including Word, Excel, Outlook and Publisher
    • Basic Delphi knowledge preferred.
    • Excellent verbal and written communication skills.
    • Good organizational skills; detail oriented.

    ESSENTIAL FUNCTIONS:

    • Compile, update, proof and distribute daily Banquet Event Orders (BEO's) to all appropriate departments with log changes and any other revisions. Assist with change sheets, miscellaneous debit charges, department mailings, etc.
    • Prepare proposals and contracts on an as-needed basis. Fax, copy, mail, distribute proposals as requested.
    • Create accounts, bookings and contractual event data in Delphi, as needed. Upon receipt of a signed contract, ensure that the data in the Delphi system is accurate. Prepares copies of the necessary information for Conference Planning, Accounting and Group rooms (i.e. turning a file "definite").
    • Act as a liaison between Sales/Catering Directors and Managers and other departments to properly communicate information needed for upcoming events including distribution of BEO’s, resumes and changes.
    • Conduct preliminary lead qualification and needs analysis with the customer.
    • Maintain lead log for the office.
    • Assist fellow team members with site visits as requested.
    • Checks email daily; answer telephones, checks all department messages and distributes potential sales leads to both catering and sales departments accordingly.
    • Assists with facilitating changes to catering functions, including paperwork necessary to bill functions prior to, or after, the event, including contracts and banquet checks.
    • Knowledge of food and beverage operations.
    • Assist with maintaining client database / mailing list to preserve client relationships and ensure repeat customers.
    • Creating inter-departmental communications as directed by Director of Sales (DOS) and Director of Food & Beverage (DOFB).
    • Update departmental calendar; keep department organized.
    • Take minutes of meetings held by the department, as needed. Type minutes and distribute accordingly.
    • Communicate with venue managers and staff to coordinate and document catering functions.
    • Assisting the department in researching new marketing opportunities and event ideas to increase revenue.
    • Collating and copying banquet and event packets for meetings; mailing as requested.
    • Promptly answer telephone calls and communicate relevant account information to managers and departments.
    • Type and process correspondence, proposals, banquet event orders and contracts as directed by management.
    • Distribute memos, contracts, resumes, room requests, amenities and other communication as it relates to sales and catering to relevant departments.
    • Act as a liaison between Sales/Catering Directors and Managers and other departments to properly communicate information needed for upcoming events including distribution of BEO’s, resumes and changes.
    • Politely and professionally converse with clients and respond to all inquiries.
    • Coordinate as appropriate with other departments to ensure seamless delivery of service and guest satisfaction.
    • Maintain filing and retaining necessary copies of contracts and correspondence in accordance with established standards.
    • File and organize copies of contracts and correspondence ensuring records are up to date.
    • Reserve and confirm rooms, meeting space, and banquet space when necessary.
    • Maintains calendar for client thank you letters and gifts.

    MARGINAL FUNCTIONS:

    • Maintain a professional demeanor at all times and maintain work area in a professional, orderly manner.
    • Perform other related duties as requested by the department.
    • Interface positively with other departments, offering assistance when needed.
    • Work schedule varies and may include occasionally working on holidays, evenings on weekends.
    • Required to sit for extended periods, lift up to 10 pounds, bend, reach, use hands and fingers to operate keyboard.
    • Perform other duties as requested by management

                    The Hard Rock Casino Lake Tahoe-- System of Internal Control

    Everyone has a part in the internal control system at Hard Rock Casino. The roles vary depending upon what level of responsibility and the nature of involvement by the individual. Hard Rock Casino’ system of internal control integrates the activities, plans, attitudes, policies, skills and efforts of its associates working together to provide reasonable assurance that Hard Rock Casino will achieve its objectives and mission. Each Team Member is responsible for adhering to those performance programs, policies, procedures, guidelines and internal control standards established to guide the operation of Hard Rock Casino

     

     

     

                                                                                                                            

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