Catering & Conference Services Coordinator

JOB SUMMARY: As an Abbey Resort associate, you will have the opportunity to be part of an incredible team at a full service resort situated on the beautiful shores of Lake Geneva. We aim to hire individuals who are ready and committed to exceed the expectations of every guest by genuinely creating lasting memories, maintaining a positive attitude and by providing outstanding service every time.  

BASIC FUNCTION: Catering and Conference Service Coordinator role provides administrative support and coordinates various functions for all aspects of Catering and Conference Services operations, including Catering and Conference Services Management Team and maintains close partnership with the Marketing, Sales and Food and Beverage Teams.

QUALIFICATIONS: EDUCATION, KNOWLEDGE, TRAINING, & WORK EXPERIENCE

High school diploma or equivalent.

Vocational or technical training preferred

2 years of administrative experience in Sales, and/or Food & Beverage or equivalent

Intermediate computer skills and demonstrated proficiency with Microsoft Word, Excel, and Outlook, including calendar management, Sales Force (Delphi), and Adobe Acrobat. Exposure to scheduling and purchasing systems is a plus.

Ability to process and compile various data sets for analysis.

Ability to properly use 2-way radio & office equipment.

Ability to make quick decisions in high stress situations.

Excellent organization, multi-tasking, prioritization, data entry and time management skills.

Excellent and efficient communication and customer service skills with internal and external customers, including guests, vendors, leaders, and fellow associates.

Able to sit for extended periods of time at desk or walking and standing up to 8 hours.

Able to lift, push, pull, and/or carry up to 50 lbs.

ESSENTIAL FUNCTIONS:

• Provides direct administrative support to the Catering and Conference Services Team.
• Provides operational and administrative department support to Catering and Conference Services    managers and department, may at times include assisting with events.
• Responsible for communicating updates and changes to all necessary departments. Via the nightly change log,  Weekly BEO 10day Distribution  of Event Orders. Daily Event review for any room changes, menu needs .
• Provides support to Catering and Conference Service Managers regarding all aspects of Banquet Event Order (BEO) management from creation to completion and execution.
• Assists the Director of Catering and Conference Services with all In-House Meeting Space Requests and Event Orders as needed.
• Coordinates with leaders and prepares purchase requisitions, expense reports and check requisitions for Catering and Conference Service Managers. 
• Coordinates and partners with other departments to ensure all information pertaining to events are up to date in the system.
• Assists with ordering, coordination of details for each event, including but not limited to menus, flowers, music, and printed materials.
• Attends and participates in Catering and Conference Services Meetings, may include attending BEO meetings and/or other sales, marketing or F&B meetings, communicates all follow-up items to the Catering and Conference Service managers, organizes notes and assists in process improvements.
• Assists in evaluating Catering and Conference Services correspondence, prepares responses as appropriate.
• Elevates questions and/or concerns to appropriate Catering and Conference Services team members based on situation presented.
• Assist with other projects as assigned by the Director of Catering and Conference Services, Director of Sales and Marketing and/or General Manager.

MARGINAL FUNCTIONS:

• Effectively interact with people of diverse socioeconomic, cultural, disability, and ethnic backgrounds
• Required to perform other tasks and duties as assigned.
• Scheduled hours may vary on business needs and may or may not include holidays, weekends, various shifts, overtime or reduced hours.

ENVIRONMENT: Controlled indoor temperatures, could experience high temperatures and high humidity or colder when assisting outdoors.  Varied lighting from dim to bright.  Varied volume levels based on work area, i.e., open kitchen area versus closed office area versus full restaurant/banquet area.  Standing and walking on hard surface tile flooring, possibility for wet floors, grass, pool deck and carpet - non-slip shoes a must!

We are an Equal Opportunity Employer

M/F/D/V