Catering & Conference Services Coordinator

Highgate; Honolulu (HI); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Short-term and long-term disability

401(k) Retirement Plan with employer 1

Paid holidays

Paid vacation

Paid sick leave

Employee assistance program (EAP)

Tuition reimbursement

Jury duty leave

Job summary

Highgate Hotels in Honolulu is seeking an Office Assistant to support Catering & Conference Services, handling phones, emails, and daily administrative tasks. You will prepare BEOs, manage schedules, and ensure smooth event operations.

Applicants should have 1–2 years of administrative experience in a fast-paced setting, excellent communication, and proficiency in MS Word, Excel, Outlook, and PowerPoint; Opera and Delphi knowledge is a plus. Some weekends/evenings may be required.

Qualifications

• High school diploma or equivalent required.
• Bachelor’s degree in hospitality, business, or related preferred.
• 1–2 years of administrative experience in a fast-paced environment required.
• Prior catering/conference services office experience preferred; luxury hotel experience desirable.
• Must have strong communication, multitasking, and customer service skills.
• Proficient with MS Office; knowledge of PMS systems (Opera & Delphi) a plus.

Responsibilities

• Answer telephone and email messages; respond accordingly.
• Open and distribute mail.
• Maintain up-to-date knowledge of computer programs and office applications.
• Type all department correspondence; file and organize documents.
• Prepare BEOs as per client needs (Catering Only).
• Assist with daily operations of the Business Center.

Skills

Administrative experience

Customer service

Multi-tasking

Communication skills

Education

High school diploma

Bachelor’s degree (preferred)

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Opera

Delphi

Job description

Highgate Hotels

Highgate is a premier real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in U.S. gateway markets including New York, Boston, Miami, San Francisco and Honolulu, with a rapidly expanding presence in Europe, Latin America, and the Caribbean. Highgate’s portfolio of global properties represents an aggregate asset value exceeding $20B and generates over $5B in cumulative revenues. The company provides expert guidance through all stages of the hospitality property cycle, from planning and development through recapitalization or disposition. Highgate also has the creativity and bandwidth to develop bespoke hotel brands and utilizes industry-leading proprietary revenue management tools that identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team consisting of some of the industry’s most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in London, New York, Dallas, and Seattle.

Hourly

Highgate is a premier real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in U.S. gateway markets including New York, Boston, Miami, San Francisco and Honolulu, with a rapidly expanding presence in Europe, Latin America, and the Caribbean. Highgate’s portfolio of global properties represents an aggregate asset value exceeding $20B and generates over $5B in cumulative revenues. The company provides expert guidance through all stages of the hospitality property cycle, from planning and development through recapitalization or disposition. Highgate also has the creativity and bandwidth to develop bespoke hotel brands and utilizes industry-leading proprietary revenue management tools that identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team consisting of some of the industry’s most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in London, New York, Dallas, and Seattle.

Location

The all-new, vibrant ‘Alohilani Resort Waikiki Beach blends indoor and outdoor luxury to elevate the experience of Oahu resorts. Every space has been envisioned by award-winning design firm, Rockwell Group. Fresh, welcoming and relaxing, it’s an oasis of tranquility in the heart of Waikiki.

Experience our spacious, welcoming lobby and captivating 280,000 gallon Oceanarium unique to Honolulu resorts. Coming soon, the destination pool deck with private cabanas will offer a saltwater infinity pool, a shallow-water pool and club for kids, and a pool bar that seamlessly transitions from day to night. With a location steps from Waikiki Beach, it’s where Hawaii vacations turn moments into memories.

Our resort is proudly named in honor of Queen Lili‘uokalani, the last reigning monarch of the Hawaiian Kingdom. Beloved by her people, she was a music composer, an author and an ardent supporter of her culture. Her spirit is infused into the resort, which shares the same privileged location as her beachside home Ke‘alohilani, meaning the royal brightness. Welcome to a fresh perspective on resorts in Waikiki. ‘Alohilani Resort Waikiki Beach.

Overview

Assist the Catering & Conference Services Department in servicing pop up groups, small meetings, rooms only bookings as well as providing administrative support; answering phones; handling & responding to correspondence/e-mails; coordination of appointments/schedules/site inspections; filing; incoming/outgoing mail. Initiates and updates contract agreements, event orders and the Delphi & Opera system with accuracy. Supports Director of Catering & Conference Services with Delphi weekly & monthly reports as well as additional support to overall team with rooms reservations; amenities; other. As needed, conducts sites of the banquet facilities and coordinates request for function space and services.

Responsibilities

• Answer telephone and email messages. Respond accordingly.
• Open and distribute mail.
• Maintain and stay abreast of the latest computer programs/innovations (as applicable).
• Filing of all pertinent correspondence in a timely manner.
• Type all correspondence pertaining to department.
• Maintain adequate inventory of office supplies.
• Responsible for the smooth operation of the office.
• Type and distribute meeting minutes.
• Maintain trace file as needed.
• Prepare Banquet Event Orders (BEOS) as per client needs (Catering Only)
• Assist with daily operations of the Business Center as needed.
• Assist in copying/faxing/mailing.
• Greet guests/clients/employees when necessary.
• Attend meetings/training as required by management.

Qualifications

• High school diploma or equivalent required. Bachelor’s degree with emphasis in either food/beverage, hospitality, business, marketing, sales and/or communications or related preferred.
• Minimum of one to two (1-2) years administrative experience in a fast paced environment required.
• Prior experience in a catering/conference services office preferred. Luxury hotel experience highly desirable.
• Must have ability to multi-task, excellent attention to detail, and providing excellent customer service.
• Requires good communication skills, both verbal and written.
• Must be service oriented and capable of communicating effectively with persons involved in all levels of authority, both internally and externally.
• Must possess computer skills, including, but not limited to, Microsoft Word, Excel, Outlook, and Microsoft PowerPoint.
• Prior working knowledge of property management systems preferred. Opera & Delphi.
• Must be able to work under pressure in a fast paced environment.
• Must have ability to work independently and to prioritize.
• Maintain a professional working environment and attitude.
• Must be flexible in scheduling, some weekends/evenings will be required.
• Maintain a warm and friendly demeanor at all times.
• Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
• Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to cross-train in other hotel related areas.
• Must be able to maintain confidentiality of information.
• Must be able to show initiative, including anticipating guest or operational needs.
• Perform other duties as requested by management.

Benefits

We are pleased to offer a comprehensive and competitive benefits package designed to support your health, well-being, and financial future.

• Medical insurance, dental insurance, vision insurance, life insurance, short-term and long-term disability insurance 401(k) Retirement Plan with employer matching contributions
• Paid holidays
• Paid vacation
• Paid sick leave (provided in accordance with applicable law)
• Employee assistance program (EAP)
• Educational opportunities / Tuition reimbursement
• Paid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law

For Employees Based In Washington

• 8 paid holidays per year
• Up to 20 days of paid vacation per year, based on classification and length of service
• Paid Sick & Safe Time accrues at 1 hour for every 30 hours worked, with up to 72 hours of unused time carried over from one anniversary year to the next.

For Employees Based In Colorado

• 8 paid holidays per year; employees working in the City of Denver receive 64 hours of designated holiday time per calendar year
• Up to 20 days of paid vacation per year, based on classification and length of service
• 6 days or 48 hours of Paid Sick Leave per year, accrued at 1 hour for every 30 hours worked.

For Employees Based In California

• 8 paid holidays per year
• Up to 20 days of paid vacation per year, based on classification and length of service, capped at 1.5x annual accrual rate; non-supervisory employees working in the City of Los Angeles accrue up to 22 days of Compensated Time Off, based on length of service capped at 192 hours of combined PST and CTO.
• Paid Sick Time accrues at 1 hour for every 30 hours worked, unused time is carried over from one anniversary year to the next up to a maximum of 80 hours; employees working in the City of Los Angeles are provided 40 hours of Paid Sick Time annually on their anniversary, unused time is not carried over from one anniversary year to the next.

Posting Date

This job opening was posted on 10/15/2026 and will remain open for at least 75 days.