Catering Coodinator

JOB OVERVIEW

To assist the Catering Department by accurately and efficiently performing various office duties to administer the Sales and Catering function. This includes greeting, screening and assisting clients, detailing events, and filing for the Catering Department. Communicating all details and changes to the relevant departments.

ESSENTIAL SKILLS

• Ability to multitask and possess a high level of attention to detail.
• Ability to follow all appropriate policies and procedures while constantly striving to improve all standards of operation.
• Ability to follow safety and security procedures and will not pose a direct threat to the health/safety of self or others.
• Ability to plan, prioritize, organize, maintain concentration, and complete all work assigned.
• Ability to focus attention to performance of tasks despite frequent, stressful or unusual interruptions.
• Ability to communicate calmly with irate Guests, co-workers or supervisors in sometimes tense situations.
• Ability to perform job functions with minimal supervision.
• Ability to work cohesively with co-workers as part of a team.
• Treat co-workers and guests with courtesy, friendliness and respect and provide responsive service.
• Ability to meet or exceed productivity and performance standards and complete tasks as assigned by supervisor or manager.
• Ability to understand and carry out instructions in verbal, written or diagram form.
• Ability to understand Guests' service needs.
• Ability to adhere to work schedule and arrive on time in a neat and alert condition and adhere to company dress standards.
• Ability to follow all appropriate policies and procedures while striving to improve all standards of operation.
• Ability to interact with people, particularly in resolving complaints and problems.

JOB DUTIES

• Enter accounts and bookings for sales and catering team as needed.
• Type and complete Banquet Event Orders (BEO), and Banquet Checks from Delphi
• Type and complete Group Resumes and Amenity Forms, and distribute to the appropriate department.
• Coordinate and print reader boards on a daily basis.
• Distribute daily and weekly reports to Department Heads & pertinent team members.
• Handle small pop-up groups.
• Type various forms of documentation such as contracts, memos, letters and proposals.
• Courteously and professionally answer telephone inquiries, transfer calls to appropriate Sales/Catering Manager, and take detailed messages.
• Courteously greet clients and quickly respond to their requests.
• Maintain accurate catering files for follow-up and future reference.
• Sort and distribute mail for the Sales/Catering office.
• Make copies for customers upon request.
• Email & Fax information to clients.
• Send Thank You cards immediately upon completion of function and promotional material to clients immediately upon request.
• Assist with the design and accurate preparation of statistical reports as needed.
• Act as a receptionist for manager and, when necessary, other department members, providing courteous and professional assistance to callers as required.
• Produce and distribute correspondence from written copy, or when required, use dictating equipment.
• Assist managers in the preparation of various reports and presentations.
• Accurately compose, produce and sign correspondence on routine matters. With specific permission, sign for Managers and release.
• Responsible for entering Sales contracts & create group blocks in Delphi & OnQ
• Make reservations for group blocks, some individual reservations for long-term and repeat guests, and also for guests who have negotiated corporate rates.
• Make reservations for VIP reservations.
• Make room package reservations to include room and food and beverage reservations.
• Clearly communicate group information from Sales to Front office associates and ensure everything flows smoothly from the time of booking through check out.
• Pre-block team, group and VIP rooms.
• Assist Director of Catering, Director of Sales, Banquets and Front Office with miscellaneous tasks.
• Be familiar with the operating procedures of all other areas of the hotel, cooperating fully and in a friendly manner with those areas to assure customer satisfaction.
• Be a team player and encourage the teamwork attitude among staff.
• Attends department and inter-departmental meetings.
• Notify management of any pertinent information related to shift activities.
• Be knowledgeable in all hotel emergency procedures.
• Ensure areas are free of safety hazards and performs all duties in a safe and efficient manner.
• Ensures total guest satisfaction.
• Follow up phone calls to tournaments and bookings to capture business.
• Handle wedding blocks.
• Follow supervisor's instructions and performs all other duties as directed or assigned.
• Work closely with the revenue manager to maximize room revenue.

PHYSICAL REQUIREMENTS

The frequency codes assigned in these job descriptions are:

Rarely less than 1%

Occasionally 1-33%

Frequently 34-65%

Constantly 66-100%

SITTING: Frequently.

STANDING/WALKING: Frequently on a variety of surfaces (carpet, tile, granite, etc.)

CROUCHING (BENDING AT KNEES): Occasionally. Lifting and completing tasks performed at low levels.

KNEELING/CRAWLING: Occasionally. Lifting and completing tasks performed at low levels.

STOOPING (BENDING AT WAIST): Frequently. Lifting and completing tasks at different levels.

TWISTING/TURNING AT KNEES, WAIST & NECK: Constantly.

CLIMBING: Occasionally.

LEG/FOOT USE: Frequently.

REACHING (OVERHEAD/EXTENSION): Frequently. Lifting and completing tasks at different levels.

HANDLING/GRASPING: Constantly.

FINGERING/FEELING: Constantly.

PUSHING/PULLING: Occasionally.

LIFTING/CARRYING: Frequently lifting/moving up to 10 pounds. Occasionally lifting/moving up to 25 pounds.

SPEECH REQUIREMENTS: Constantly required to speak to others in person and on the telephone in English.

HEARING REQUIREMENTS: Constantly required to hear to others in person and on the telephone in English.

VISION: Constantly. Close vision, distance vision, color vision, depth perception and ability to adjust focus required. Occasionally required to see distances.

COMPENSATION

Pay : $29.00 per hour

BENEFITS

Our healthcare package includes medical, dental, vision and other benefits.

The Hilton DC National Mall is an Equal Opportunity Employer. All qualified applicants and employees will receive consideration for employment without regard to race; color; sex; gender identity; sexual orientation; religious practices and observances; national origin; pregnancy, childbirth, or related medical conditions; status as a protected veteran or spouse/family member of a protected veteran; or disability. If you need accommodation for any part of the application process because of a medical condition or disability, please send an email to alesia.green@hiltondcnationalmall.com or call 202-484-1000 to let us know the nature of your request.

Innovative - Consistently introduces new ideas and demonstrates original thinking
Leader - Inspires teammates to follow them
Enthusiastic - Shows intense and eager enjoyment and interest
Team Player - Works well as a member of a group
Detail Oriented - Capable of carrying out a given task with all details necessary to get the task done well
Functional Expert - Considered a thought leader on a subject
Thought Provoking - Capable of making others think deeply on a subject

Ability to Make an Impact - Inspired to perform well by the ability to contribute to the success of a project or the organization
Flexibility - Inspired to perform well when granted the ability to set your own schedule and goals
Self-Starter - Inspired to perform without outside help

Technical/other training (preferred)

1 - 3 years: Hotel experience (preferred)

Skills