Conference Services & Catering Coordinator

About the role

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.

Responsibilities

• Act as departmental liaison with internal & external customers, in absence of Managers or Director
• Afford 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
• Afford 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

Requirements

• 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

Qualifications

• Ability to work varying schedules, including overnight, weekends and holidays, to accommodate the business and demands of the hotel

Skills

• Organizational skills
• Attention to detail
• Customer service skills
• Administrative support

Benefits

• Comprehensive benefits package (Medical, Vision and Dental)
• One complimentary duty meal for all employees that work more than 6 hours per shift
• Food & Beverage discount at Fairmont Kea Lani (venue specific and discount may vary)
• Wellness Offerings
• Employee benefit card offering discounted rates in Accor worldwide
• Learning programs through our Academies
• Opportunity to develop your talent and grow within your property and across the world!
• Ability to make a difference through our Corporate Social Responsibility activities

Pay

Hourly Rate: $31.00

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.