Meetings and Events Coordinator

Lottenypalace; New York (NY); Hybrid; USD 45.000 - 51.000; Vollzeit

Zusammenfassung

Lottenypalace seeks an Administrative Coordinator to support the Director of Meetings and Events or Catering Sales Managers. You will handle daily office operations, billing, and communications, preparing memorandums, BEOs, contracts, and letters for guest-ready service.

Responsibilities include answering inquiries, ordering supplies, maintaining Delphi entries, and producing routine reports. Hospitality experience is preferred.

Qualifikationen

• High school diploma and college degree in hotel or business administration are required.
• Experience in a similar operational area for a minimum of two years.
• Basic secretarial knowledge such as business letters, BEOs and telephone etiquette is required.
• Excellent telephone skills and manners; ability to interact with staff and clients.

Aufgaben

• Answer telephone inquiries professionally and relay information to Directors.
• Prepare written communications: memorandums, BEOs, contracts, letters, and collateral.
• Ensure par stock of materials and order supplies regularly.
• Maintain tidy, organized offices and guest-ready environment at all times.
• Record and distribute reports and minutes from meetings.

Kenntnisse

Telephone etiquette

Customer service

Organization

Ausbildung

High school diploma

College degree in hotel or business administration

Tools

Delphi

Jobbeschreibung

• Ensure all billing requirements are met.
• Answer all telephone inquiries in a pleasant, courteous and professional manner and ensure that all pertinent information is noted accurately and legibly and quickly communicated to Director of Meetings and Events or Catering Sales Managers.
• Assist and handle all administrative needs of Director of Meetings and Events or Catering Sales Managers.
• Prepare all written communications: memorandums, BEOs, contracts, sales letters, cover letters, thank you letters, mailings, collateral, etc
• Ensure that administrative operation has adequate par stock of materials necessary to perform all daily tasks and order supplies on regular basis.
• Perform all administrative duties in a tidy, organized manner and maintain offices in an orderly and guest ready environment at all times.
• Responsible for daily distribution of guarantee sheets, memos, reader boards and their accuracy. Must walk throughout hotel to deliver last minute events.
• Responsible for ordering and correct billing of all coat checks.
• Check all banquet statements and ensure their accuracy before the conclusion of all events.
• Maintain a par stock of all printed menus and sales collateral as well as a stock of completed sale kits.
• Print and assemble all table menus, place cards and tent cards as needed.
• Place all flower orders as needed and ensure correct billing.
• Communicate all last minute changes, additions and cancellations via telephone or hand delivered memo.
• Ensure that all entries in Delphi are accurate.
• Fax all necessary correspondence
• Attend all necessary meeting and take appropriate minutes.
• Prepare all necessary reports: forecasts, pace reports, lost business reports, inquiries, booking reports, trace reports.
• Make room reservations as needed and ensure the delivery of amenities.
• Process all purchase orders and special requests.
• Order all audio visual requests as needed.

Salary: $32.99-$37.04 per hour

Requirements

• High school diploma and a college degree in hotel or business administration are required.
• Experience in a similar operational area for a minimum of two years
• The specific strategic or operational knowledge needed to perform the job
• Basic secretarial/administrative knowledge such as business letter, BEOs and telephone etiquette is required.
• Excellent telephone skills and manners. Ability to interact with fellow employees and clients of the hotel both via phone and in person.
• Knowledge of hotel structure and how all departments interact.