Group Dining Coordinator & Catering Admin

Palms; Las Vegas, Northern (NV, KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

The Palms is seeking a Catering & Group Dining Administrator to provide administrative and operational support for the Catering & Conference Services team and to directly manage the Group Dining function. This role drives revenue and ensures efficient planning, communication, and execution of group dining, social and special events.

Responsibilities include handling inquiries from lead to turnover, maintaining event data in Delphi, producing orders and reports, coordinating with resort

Qualifications

• Candidate must be at least 21 years of age.
• Strong organizational skills and ability to function effectively under time constraints.
• Excellent interpersonal and customer service skills to deal effectively with clients and business contacts.
• Ability to plan, organize and execute multiple assignments within established timelines.
• Detail oriented with demonstrated problem-solving skills and strong follow-through.
• Ability to work independently, exercise discretion and independent judgment.
• Proficient in Microsoft Office, including Outlook, Word and Excel.
• Working knowledge of Delphi or other catering sales systems preferred.
• Working knowledge of Tripleseat or other event management software is a plus.

Responsibilities

• Provide day-to-day administrative support to the Catering & Conference Services team while independently managing assigned Group Dining business and priorities.
• Directly manage Group Dining inquiries from initial lead through contracting and turnover, including proposals, availability, pricing within established guidelines, event details and client communication.
• Enter, update and maintain accurate event, account and contact information in Delphi and other applicable sales and catering systems, and maintain Group Dining pipeline, production and forecast reporting.
• Prepare and distribute banquet event orders, event resumes, change notices and related documentation to appropriate resort departments.
• Independently evaluate Group Dining requests and make decisions within established guidelines regarding space, menus, minimums, timing and operational feasibility; escalating exceptions or material business risks as appropriate.
• Coordinate Group Dining execution with restaurant leadership, Culinary, Banquets, Finance and other resort departments, exercising discretion to resolve operational issues and protect the guest experience and revenue opportunity.
• Assist with client correspondence, telephone calls, appointment scheduling, site inspections and follow-up requests.
• Maintain organized electronic and physical event files and ensure required documentation is complete and current.
• Manage Group Dining billing and administrative processes, including deposits, payment information, master account documentation, invoicing coordination and communication with Accounting as needed.
• Prepare and analyze Group Dining production, pace, conversion and revenue reports and make recommendations to leadership regarding opportunities, process improvements and business priorities.
• Coordinate menus, signage, amenity requests, vendor documentation and miscellaneous event requirements as assigned.
• Assist managers with event changes and last-minute requests and communicate updates to Banquets, Culinary, Audio Visual, Hotel Operations and other supporting departments.
• Serve as the primary point of contact for assigned Group Dining clients and exercise independent judgment to resolve routine business and service issues within established authority.
• Assist with site inspections and client visits by preparing meeting spaces, collateral, menus and presentation materials.
• Maintain departmental supplies, forms, collateral and administrative resources.
• Maintain strong working relationships with clients, vendors and resort departments and perform other job-related duties as requested.
• Support large programs, high-profile events and peak business periods as needed.

Skills

Organizational skills

Customer service

Communication

Multitasking

Professional demeanor

Independent work

Tools

Microsoft Office Suite

Delphi

Tripleseat

Job description

The Palms is seeking a Catering & Group Dining Administrator to provide administrative and operational support for the Catering & Conference Services team and to directly manage the Group Dining function. This role drives revenue and ensures efficient planning, communication, and execution of group dining, social and special events.

Responsibilities include handling inquiries from lead to turnover, maintaining event data in Delphi, producing orders and reports, coordinating with resort