Catering Coordinator
Naples Beach Club, A Four Seasons Resort
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Benefits offered by this job
Job summary
Naples Beach Club, a Four Seasons Resort, is seeking an organized administrative support specialist to assist Event and Catering Sales Managers and the Director with catering planning and internal liaison across hotel departments.
You will handle calls, draft letters and BEOs, and maintain multiple file systems while ensuring professional communication and efficiency in a luxury resort environment. This role offers growth within a premium hospitality brand.
Qualifications
- College education/degree preferred or equivalent experience.
- Minimum two years previous experience in a secretarial, hotel, and/or related experience.
- High attention to detail.
- Exceptional organizational skills.
- Ability to multitask.
- Must be able to type at least 50 wpm.
- Able to handle a large volume of telephone calls in an efficient and courteous manner.
- Extremely strong written communications skills.
- Proficient in MS Word, Excel, Internet, Outlook and Delphi (a plus).
- Strong and effective communication skills.
- Ability to read, write, and speak English.
Responsibilities
- Receive and respond to incoming telephone calls and assist with overflow for Sales & Marketing, Food & Beverage, and Executive Office.
- Prepare accurate written correspondence including letters, contracts, reports, banquet event orders, schedule of events, printed menus, and emails using Golden Sales & Catering, Social Tables, Power BI, and Microsoft O365.
- Maintain accounts, including traces, creating and updating bookings, managing the function diary and Banquet Event Orders.
- Facilitate all aspects of internal Four Seasons Meeting Program under guidance of Catering Sales/Event Managers.
- Distribute Catering correspondence to hotel departments; select examples: Amenity Cards, Resumes and BEOs.
- Maintain Catering file systems (electronic/paper): Account Files, Program Evaluation Database, Master binders for BEOs and Resumes.
- Operate office resources including printers, copiers, fax, paging, and bindery machine.
- Comply with Four Seasons standards for sales/marketing and collaborate with colleagues and Planning Committee.
- Assist with front of house operations including greeting guests and assisting at hospitality desks.
- Perform other tasks or projects as assigned by hotel management.
- Maintain inventory of standard department supplies and printed materials (Catering packets, menus, velum).
- Assist clients and provide solutions in absence of Catering/Event Management.
Skills
Education
Tools
Job description
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.
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.
A rare gem on Florida’s Gulf Coast of Southwest Florida, Naples Beach Club, a Four Seasons Resort, is an exclusive collection of 156 luxurious beachfront private residences and a 222‑room hotel all within a 125‑acre walkable coastal village in the heart of Old Naples. Honoring local heritage and artfully reimagined for modern‑day elegance, the resort includes residents‑only facilities and amenities, a luxury spa and state‑of‑the‑art well‑being/fitness center, exquisite and diverse fine dining outlets, outdoor pursuits to include a tennis center, and an 18‑hole golf course, bowling and movie theater experiences, and an exclusive private club. The first of its kind, the Naples Beach Club, a Four Seasons Resort, is paradise found.
Responsible for providing administrative support to the Event and Catering Sales Managers and Director while being familiar with all aspects of the catering planning process. Assist in the organization of social events and act as a liaison with the Hotel’s Department and Division Heads in planning internal Four Seasons Meetings.
- Receive and respond to incoming telephone calls in accordance with Four Seasons Standards and assist with overflow calls for Sales & Marketing, Food & Beverage, and Executive Office.
- Prepare accurate written correspondence including letters, contracts, reports, banquet event orders, schedule of events, printed menus, and e‑mails using Golden Sales & Catering, Social Tables, Power BI, and Microsoft O365.
- Maintain accounts, including traces, creating and updating bookings, manipulating events in the function diary and the preparation of Banquet Event Orders.
- Facilitate all aspects of internal Four Seasons Meeting Program under the guidance of the Catering Sales/Event Managers.
- Complete daily and weekly distribution of Catering correspondence to the hotel operating departments as required. Examples: Amenity Cards, Resumes and Banquet Events Orders.
- Maintain the various Catering file systems, both electronic and paper, including Account Files, Program Evaluation Database, Master binders for Banquet Event Orders and Resumes.
- Operate a variety of electronic and manual office resources, including but not limited to laser printers, multi‑function copy machines, fax machines, paging system, a bindery machine.
- Comply with Four Seasons standards for sales and marketing, while working harmoniously and professionally with co‑workers and Planning Committee.
- Periodically assist with front of house operations including greeting and directing guests, manning hospitality desks, and working with Banquets on ‘quick sets’ or teardowns.
- Perform other tasks or projects as assigned by hotel management.
- Maintain an inventory of all standard department supplies and printed materials, including but not limited to Catering Corporate and wedding packets, special menu cards and velum.
- In the absence of a Catering or Event Management, assist clients and seek out solutions to requests in a friendly, caring and helpful manner.
- Participate in scheduled departmental and administrative meetings as requested.
- Create purchasing orders for the department.
- College education/degree preferred or equivalent experience.
- Minimum two years previous experience in a secretarial, hotel, and/or related experience required.
- High attention to detail.
- Exceptional organizational skills.
- Ability to multitask.
- Must be able to type at least 50 wpm.
- Able to handle a large volume of telephone calls in an efficient and courteous manner.
- Extremely strong written communications skills.
- Proficient in MS Word, Excel, Internet, Outlook and Delphi (a plus).
- Strong and effective communication skills.
- Ability to read, write, and speak English.
Four Seasons believes in offering the best to the best when it comes to employee benefits! Here is what we are offering you:
- Lucrative salary!
- Market‑leading benefits package that includes: Medical, Dental, Vision, and 401K with employer matching all starting at 30 days!
- Time off plans starting on the day of hire!
- An opportunity to be a part of a cohesive team in an inclusive work environment!
- Complimentary and discounted hotel staysaround the world!
- Wellbeing and mental health initiatives and focused company!
- Embracement and promotion of diversity in our workplace!
- Complimentary employee meals and beverages!
- Tuition reimbursement!
US work authorization is required.
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