Events & Catering Services Coordinator

Omni Hotels & Resorts; Paradise Valley (AZ); On-site; USD 40,000 - 56,000; Full time

Job summary

Omni Scottsdale Resort & Spa at Montelucia is seeking a Catering Coordinator, Administrative Assistant to support the Catering & Conference Services team in planning and executing group meetings, conferences, weddings, and special events.

The role emphasizes administrative excellence, event coordination, and strong client communication. Proficiency in Microsoft Office is required, with occasional evening or weekend availability based on business needs.

Qualifications

• Strong organizational and time-management skills.
• Ability to manage multiple events and deadlines.
• Excellent communication with clients and internal teams.

Responsibilities

• Provide administrative and operational support to the Catering Sales and Catering & Conference Services Department to ensure the successful planning and execution of group meetings, conferences, weddings, and special events.
• Coordinate the turnover process from Catering Sales to Catering Services by organizing contracts, event details, and client documentation.
• Prepare, distribute, and maintain event documentation, including BEOs, Group Resumes, Diagrams, Estimates, Deposit Schedules, and other event-related correspondence.
• Serve as a point of contact for clients prior to manager assignment, responding promptly to inquiries and providing exceptional customer service.
• Assist in coordinating client site inspections, planning meetings, pre-convention meetings, tastings, and conference calls.
• Assist the Catering & Conference Services team with servicing rooms-only groups, small group meetings, and catering-only events by coordinating event details, preparing documentation, communicating with clients and internal departments, and ensuring a seamless planning and execution process.

Skills

Administrative support

Event coordination

Customer service

Communication

Tools

Microsoft Office

Outlook

Excel

Job description

Omni Scottsdale Resort & Spa at Montelucia is seeking a Catering Coordinator, Administrative Assistant to support the Catering & Conference Services team in planning and executing group meetings, conferences, weddings, and special events.

The role emphasizes administrative excellence, event coordination, and strong client communication. Proficiency in Microsoft Office is required, with occasional evening or weekend availability based on business needs.