Catering & Convention Services Coordinator

Omni Hotels & Resorts; Chicago (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Omni Chicago Hotel is seeking an Office Administrator for the Catering & Conference Services Department to handle administrative duties, answer calls, manage filing, and support event planning and on-site operations.

You will coordinate room blocks, prepare BEOs, assist with meeting agendas, and serve as a liaison between managers, clients, and vendors. Strong English communication and multitasking in a fast-paced hotel environment are essential.

Qualifications

• Clear and pleasant verbal and written English communication with guests and colleagues.
• Experience inputting information into computer systems; Delphi experience preferred.
• Strong organizational and multitasking abilities in a fast-paced hotel setting.

Responsibilities

• Answers incoming calls for Catering & Conference Services and responds to inquiries.
• Processes correspondence and prepares communications and materials.
• Maintains filing systems, records, and documentation.
• Manages rooms-only blocks and small groups.
• Handles daily office duties, signage, Banquet Labels/Menus, BEOs, and Daily Event Reports.
• Assists with Pre-Planning Meeting Agendas and Welcome Packets.
• Liaises between Catering/Conference Managers and clients during events.
• Manages in-house meeting requests and BEO changes.
• Attends meetings and ensures changes are executed.

Skills

English communication

Delphi experience

Data entry

Education

High school diploma

College degree preferred

Tools

Delphi

Job description

Omni Chicago Hotel Experience Chicago's stunning architecture, lakefront beauty, and vibrant culture while building a career with purpose at Omni Chicago Hotel. There is something for everyone in Chi-Town; world class music, theater, dining, museums, sports, and shopping to name a few. Standing tall on the world-famous Mag Mile, our AAA Four Diamond all-suite hotel is just steps away from high end retail stores, world class dining, and many of the most popular tourist attractions in Chicago. At Omni we are known for our quality and exceptional service that delivers "The Most Magnificent Memories on the Mile." We only hire the best to ensure we continue our longstanding tradition. Omni Chicago's associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, and the pride that comes from working for a company with a reputation for exceptional service. What truly sets us apart is our team. We foster a culture that values learning, growth, and empowerment, offering opportunities for advancement and a workplace where everyone can thrive. If you are a friendly, motivated person, with a passion to serve others, the Omni Chicago Hotel may be your perfect match.

OVERVIEW

To handle all administrative duties as required by the Catering & Conference Services Department.

ESSENTIAL JOB FUNCTIONS

• Answers incoming telephone calls for the Catering and Conference Services Department and responds to client inquiries by identifying needs, specifications, and the next appropriate steps.
• Processes incoming correspondence and prepares outgoing correspondence, communications, and other materials as directed.
• Maintains organized and accurate departmental filing systems, records, and documentation.
• Manages rooms-only blocks and small groups.
• Manages daily office duties, including event signage, Banquet Labels and Menus, Door Cards, BEO Change Log, and Daily Event Reports.
• Assists with Pre-Planning Meeting Agendas and Packets, Pre-Conference Meeting Welcome Packets, and Thank-You Letters.
• Establishes rapport with assigned Catering and/or Conference Services Manager(s) and client(s) and functions as their liaison during the execution of events.
• Manages all in-house meeting requests.
• Assists with creating and adjusting Banquet Event Orders (BEO's) and Diagrams.
• Attends BEO and Resume meetings weekly and communicates pertinent changes or client requests to appropriate departments.
• Works with assigned Catering and/or Conference Manager to ensure that all functions are "tied down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc).
• Greets and assists clients, planners, and vendors with on-site support, serving as a welcoming and knowledgeable point of contact. Responds to guest and meeting planner needs in a timely fashion.
• Inspects food and beverage displays and event setups to ensure they match approved diagrams, BEOs, and client specifications and communicates discrepancies to the appropriate operational team for resolution.
• Owns special projects and other tasks as assigned.

QUALIFICATIONS

• Previous catering, event management, conference/convention services, or sales support experience in a hotel, preferred. Other relevant event, meeting planning, or hotel operations experience will be considered.
• High school education required; college degree preferred.
• Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management, and co-workers, in person, by email, and by telephone.
• Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies. Delphi experience is strongly preferred.
• Ability to work cohesively with co-workers both within and outside of your department.
• Ability to think clearly, quickly, and make concise decisions.
• Ability to work well under pressure, dealing with many guest requests/questions within a short period of time
• Strong organizational skills with the ability to prioritize and multi-task in a fast-paced environment. Ability to prioritize and organize workload to ensure deadlines are met.
• Ability to handle stressful situations while maintaining a calm and welcoming demeanor.
• Customer service oriented with a desire to create memorable guest experiences.
• Ability to use various office equipment, including but not limited to calculators, photocopiers, and computers.
• Position requires the ability to sit and perform repetitive motions, including using a telephone/computer for extended periods or an entire shift.
• Maintain a professional business appearance, attitude, and performance.
• Must be able to work a variety of shifts, including nights, weekends, and holidays.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link: EEOC is the Law Poster. Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.