Catering & Conference Services Coordinator

Four Seasons; Toronto; On-site; CAD 39,000 - 43,000; Full time

Benefits offered by this job

Paid time off

Employee discounts

Free meals per shift

Uniform dry cleaning

Training and development

Job summary

Four Seasons Hotel Toronto is seeking a Conference Service Coordinator to support the Catering & Conference Services team in planning and executing conferences, social events, and group business. You will liaise with clients, managers, and hotel operations to ensure accurate documentation and a seamless guest experience.

The role requires post secondary education, 1–2 years catering admin experience, and excellent English communication.

Qualifications

• Post secondary education is required.
• 1-2 years catering administrative experience in a fast-paced environment.
• Exceptional communication skills and fluent English.
• Working knowledge of MS Office; Delphi and Opera are a plus.

Responsibilities

• Provide telephone and email coverage for the Catering & Conference Services office, responding to client and guest enquiries and assigning new leads to the appropriate Catering Manager.
• Monitor and manage incoming leads through MeetingBroker, Cvent, and other channels with timely follow-up.
• Create and maintain accounts and bookings in Delphi, updating client, event, room block, and booking information.
• Create and distribute BEOs, Group Resumes, cost estimates, proposals, contracts, and other event documents.
• Coordinate VIP arrivals, amenities, and group room bookings, liaising with operational departments.
• Track deposits and payments; maintain accurate billing instructions and final invoicing requirements.

Job description

About Four Seasons
Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.

About Four Seasons
Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.
At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.
About the location:
A warm welcome framed by spacious, modern design awaits you in the heart of Toronto's historic Yorkville neighbourhood. Enjoy authentic French cuisine paired with one of our 350 wine labels at Café Boulud, and specialty craft cocktails at our spirited lobby lounge and bar. Enjoy the serenity of our Forbes Travel Guide Five-Star rated Spa, or step out and explore the vibrant character of Toronto's most glamorous shopping and restaurant district.
Join our team!
Are you ready to take the next big step in your hospitality career? Four Seasons Hotel Toronto iscurrently looking for a talented and dynamic Conference Service Coordinator who shares our passion for excellence and who infuses enthusiasm into everything they do!
About The Role
The Catering & Conference Services Coordinator provides administrative and operational support to the Catering and Conference Services team, contributing to the seamless planning and execution of conferences, social events, and group business. The role serves as an important liaison between clients, Catering and Conference Services Managers, and hotel operational departments, ensuring event details, documentation, guest requirements, and internal communications are handled accurately, professionally, and in a timely manner.
The coordinator also manages assigned room-only groups and supports larger and more complex programs, helping deliver a highly organized and personalized experience from turnover through event completion.

What You Will Bring
We are looking for individuals who possess a high level of professionalism and integrity while maintaining the confidentiality of the office. A good working knowledge of all MS systems; Word, PowerPoint, Excel, and Publisher are required. Working knowledge of Delphi and Opera is ideal. Applicants must also have an high attention to detail and the ability to multi-task in a fast-paced environment. Post secondary education is required. A positive attitude and a can-do approach to any task are essential!

Preferred Qualifications & Skills

• 1-2 years previous Catering administrative experience in a fast-paced Sales/Catering & Conference Services, preferably within hospitality/hotel environment.
• Exceptional communication skills and command of English language
• Additional language a definite asset for career growth
  

Overview Of Job Functions

Client & Inquiry Management

• Provide telephone and email coverage for the Catering & Conference Services office, responding to client and guest enquiries and assigning new leads to the appropriate Catering Manager based on market segment.
• Monitor and manage incoming leads through MeetingBroker, Cvent, and other inquiry channels, ensuring timely follow-up and accurate assignment.
• Manage routine client correspondence, including confirmations, follow-ups, information requests, and collection of required event details.
  

Event & Catering Administration

• Create and maintain accounts and bookings in Delphi, ensuring accurate entry and ongoing maintenance of client, event, room block, and booking information across Delphi, Golden, Opera, and other applicable systems.
• Create, update, and distribute Banquet Event Orders (BEOs), Group Resumes, cost estimates, proposals, contracts, and other event documentation.
• Prepare and maintain accurate turnover documentation between Sales, Catering & Conference Services, and Operations.
• Review Group Resumes and related event documentation to ensure all administrative and operational requirements are complete and accurately communicated.
• Create event floor plans and prepare client-facing materials, including menus, place cards, food station cards, welcome letters, directional signage, and other event collateral.
• Assist with the development and maintenance of menus, event packages, promotional materials, and menu items within Delphi.
• Support Conference Services Managers with administrative projects, presentations, reporting, and the coordination of large or complex groups.
• Attend pre-conference meetings as required, document meeting minutes and action items, and assist with subsequent follow-up.
  

Group & Guest Coordination

• Coordinate VIP arrivals, amenities, special accommodations, and other guest-specific requirements, ensuring details are accurately communicated to the appropriate operational departments.
• Manage assigned room-only group bookings, liaising directly with clients regarding rooming lists, arrival and departure logistics, VIPs, special requests, billing requirements, and Group Resume preparation to support a seamless guest experience.
• Maintain the site inspection schedule and prepare customized site inspection kits, amenity bags, and presentation materials as required.
  

Financial & Contract Administration

• Track deposits and payment schedules, proactively follow up with clients on outstanding payments, and maintain accurate records of billing instructions, master accounts, and final invoicing requirements.
• Perform daily banquet check reviews and liaise with Capgemini as required to investigate and resolve discrepancies or system-related errors.
• Process purchase orders through BirchStreet and coordinate supporting vendor documentation as required.
• Ensure all required contracts, certificates of insurance, vendor permits, and related documentation are received, properly filed, and maintained.
  

Internal & Operational Coordination

• Serve as the primary Catering & Conference Services contact for internal hotel events and clients, including People & Culture, the Executive Office, and other departments, coordinating requirements and preparing BEOs as needed.
• Facilitate clear and timely communication between Catering & Conference Services and operational departments to ensure event details, changes, and guest requirements effectively communicated.
• Generate and distribute daily operational reports, including daily events, change logs, post-event reports, and other required reporting.
• Monitor and maintain the Golden Audit Dashboard, following up on incomplete or inaccurate information as required.
• Maintain organized Catering & Conference Services records and files, including OneDrive folders and documentation stored within Delphi, in accordance with established SOPs.
• Support general office administration, including maintaining appropriate office supplies and processing related purchase orders.
  

What We Offer

• Paid time off, including vacation days, floating days, and sick days
• Exclusive discount and travel programs with Four Seasons Hotels and Resorts worldwide
• Complimentary meal per shift in our employee dining room, OASIS
• Complimentary dry cleaning of uniforms
• Excellent Training and Development opportunities, including educational assistance, discounted eCornell courses, and access to complementary e-training
• Robust extended flex benefit plan through Manulife, including medical, HCSA, dental, vision, life insurance, virtual health care, EAP, DPSP/RRSP/TFSAs
• Monthly Employee Recognition celebrations and Bi-Annual Employee Parties... and more!
• Hourly rate of pay of $29.96
  

We look forward to receiving your application!
Successful candidates must possess legal work authorization in Canada. Work permit sponsorship is not available. This posting is for an existing vacancy within the organization. The hiring process includes AI screening for keywords and minimum qualifications. Recruiters review all results.
Four Seasons is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity, please advise Human Resources if you require accommodation.