Coordinator | Conference Services & Catering Sales (Full-Time)

Omni Hotels; Frisco (TX); On-site; USD 22,000 - 33,000; Full time

Job summary

Omni Hotels & Resorts in Frisco, TX seeks an Administrative Coordinator to support the CS/Catering Department. The role covers extensive filing, reporting, and liaison duties, coordinating with directors, managers, and vendors to ensure smooth operations for VIPs, corporate and hotel events.

The position requires strong Microsoft Office skills, familiarity with Delphi and Birchstreet, and the ability to manage confidential information and multiple reports daily.

Qualifications

• Extensive administrative duties and handling confidential material and information.
• Maintain filing systems and inventory of office supplies.
• Coordinate event arrangements with Director of Catering & Events.

Responsibilities

• Respond to telephone inquiries and refer to the appropriate Manager.
• Establish rapport with clients and act as liaison for CS and Catering.
• Run and distribute Delphi Reports for Catering, CS, and hotel operations.
• Prepare In-House/Internal Banquet Event Orders and diagrams as needed.
• Maintain Delphi records and update booking status across departments.
• Assist with BEO Distribution and billing needs.

Skills

Microsoft Office

Opera

Birchstreet

GoCon

Delphi

Meeting Matrix/Social

ALICE

Medallia

Tools

Table

Birchstreet

Delphi

GoCon

Job description

Purpose

To handle all Administrative duties as required by the CS/Catering Department.

Essential Functions

• Responds to telephone inquiries by determining client's needs and specifications for referral to the appropriate Manager (CS and Catering calls, but not limited to assisting other coordinator/manager’s phone lines)
• Establishes rapport with clients and functions as Manager’s liaison.
• Extensive administrative duties and responsibilities; communication and distribution of daily/weekly/monthly reports and correspondence to Catering Sales, Conference Services, Banquets and Culinary operation procedures, handling confidential material and information
• Ensures that all filing systems are maintained according to spec's (Local, Hard/soft Copies and Audits).
• Maintain inventory of office supplies and surrounding area for Catering & CS Department, including ordering, coding and Birch street
• Coordinate all event arrangements with Director of Catering & Events including: reservations transportation, amenities, vendors, in-house meetings and events for VIPs, Corporate and Ownership visits.
• Process all Director of Catering & Events incoming correspondence
• Arrange appointments for Director of Catering Events as well as Catering/CS Managers
• Run and distribute Delphi Reports; such as 1 1- day and Daily E event for Catering and Convention Services and hotel as well as, Tentative and Prospect Report for Catering Managers – and as need reports for Director of Catering and Events
• Assist in qualifying Catering inquiries (Walk-In, Phone and email) by determining client's needs and specifications for referral to Catering Sale Managers
• Maintain Delphi in Catering Department by entering all leads, prepare proposals and update status of booking
• Run weekly prospect report for Catering Sales Managers
• Maintain Delphi in CS Department with turnover assignments and update status of booking
• Prepare In-House/Internal Banquet Event Orders and diagrams, as needed.
• Detail and execute Courtesy Room Blocks, coordinate BEOs & Resumes
• Maintain Resumes for upcoming meetings, VIP guests, meetings and events, etc.
• Assist with BEO Distribution
• Assist in Billing needs such as entering Permanent Account Numbers, Estimates and Bill Reviews ( As needed)
• Perform other duties as assigned by management.

Hotel Specific Essential Functions

• Assist Managers by advising Vendor guidelines of Ford Center & Hotel Loading Dock and packages

Tools and Equipment

• Computer and printer, telephone, pen/pencil, photo-copying machine, file folders, fili ng cabinet, facsimile machine / e- fax, laminator

• Knowledge of: Microsoft Office, Opera, Birchstreet, GoCon, Delphi, Meeting Matrix/Social, Table, ALICE, Medallia ( Guest and Group) and any other software used on a daily basis.

Working Environment

• Interior of hotel, in normal office conditions.
• Interior of hotel, Meeting & Event Space (interior and exterior
• Exterior of hotel with exposure to weather conditions