Company:
Cipriani
Position Purpose:
The Catering Coordinator will assist the Director of Sales and the Catering Sales Manager(s) in the completion of the booking process and in their absence will act as the liaison between the Company and its clients, taking booking inquiries, information via phone, fax, email, etc. and prepares and distributes the proper paperwork. Responds and follows up to source generated leads; answers phones; maintains files; types correspondence; prepares reports, assists clients and performs other tasks that are related to achieving Company goals.
Essential Functions and Basic Duties:
• Provides administrative support and prepares business communications for the Sales Catering Manager and the Director of Sales.
• Maintains complete knowledge of all Company Catering services/features and hours of operation.
• Must be able to assist with quoting for repeat clients.
• Must be able to fill in for the Catering Sales Manager in her absence.
• Maintains complete knowledge of and complies with all Company and departmental policies and procedures.
• Accesses all functions of computer according to specifications. Handles inquiry calls according to departmental procedure. Enters data in the Company's sales system and property management system to produce contracts, correspondence, forms, memorandum and other documents, and understands written and verbal instructions in English.
• Organizes files and retrieves documents in order to maintain essential records used in the department operation. • Promotes positive relations with clients and employees. • Creates and maintains filing systems for departmental records, reports, etc.
• Becomes familiar with Catering terminology in order to handle request and service internal/external customers to their satisfaction.
• Maintains a follow up or tracking system. • Prepares regular departmental reports as assigned. • Answers telephone calls within 3 rings, using correct salutations and telephone etiquette.
• Maintains complete knowledge and complies with all hotel and departmental policies and procedures.
• Records all telephone messages legibly and completely. • Retrieves and distributes departmental mail.
• Processes requests for overnight mail and other delivery/messenger services.
• Prepares and sends faxes as required by the Catering Sales Manager or the Director of Sales; distributes faxes to appropriate personnel.
• Makes photocopies and processes as specified.
• Types correspondence, memos and reports as assigned according to Company standards.
• Attends designated meetings. If necessary take minutes, transcribe and distributes.
• Perform other duties as assigned by the Catering Sales Manager or the Director of Sales.
Specific Job Knoledge, 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: 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:
• Ability to effectively deal with internal and external clients
• Ability to listen effectively, to speak and write English clearly.
• Ability to utilize computer -- experience required with Word, Excel, Delphi
• Excellent organization and time management skills.
• Excellent knowledge of English grammar and spelling
Physical Activities and Requirements of this Position:
♣ Physical demands here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
♣ Physical demands here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
♣ Individuals may need to sit or stand as needed. May require walking primarily on a level surface for periods throughout the day. Reaching above shoulder heights, below the waist or lifting is required to file throughout the work week.
♣ Ability to walk, stand, and continuously perform essential functions for an extended period of time.
♣ The ability to perform tasks requiring bending, stooping, kneeling, and walking.
Qualifications:
Education:Education:
♣ Bachelor Degree or equivalent.
Experience Required:
♣ Previous administrative experience preferred
♣ Must have working knowledge of Delphi systems
♣ Previous hospitality experience highly preferred
Grooming:
♣ All employees must maintain a neat, clean and well-groomed appearance per Cipriani standards
Intent and Fuctions of Job descriptions:
All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer.
For more information please contact This email address is being protected from spambots. You need JavaScript enabled to view it.
Posted: October 30th, 2018
