Catering & Conference Services Coordinator

From sunny beaches to world-class entertainment, the city of Los Angeles is a great place to live, work and play. The four-diamond Omni Los Angeles Hotel is located in downtown’s cultural district. The hotel is adjacent to the Walt Disney Concert Hall, Dorothy Chandler Pavilion, MOCA and numerous other entertainment destinations.

Currently ranked #1 by Trip Advisor for Best Downtown Hotels in Los Angeles, the Omni Los Angeles strives to provide the highest quality product and customer service to each and every guest. Omni Hotels & Resorts believes in The Power of One, the practice of empowering every associate to do their best to ensure our guests feel comfortable and appreciated. This philosophy is the reason why the Omni Los Angeles has been so successful in customer satisfaction throughout the years. It is our mission to inspire and reward our associates, and we are committed to being the employer of choice in the hospitality industry. If you are a friendly, motivated individual, with a passion to serve others, the Omni Los Angeles Hotel may be your perfect match.

Overview

The Catering & Conference Services Coordinator is responsible for all administrative duties as required to support the efforts of the Sales, Catering, & Conference Services departments. He/She helps to ensure that each client, or prospective client, is given professional, accurate and timely information.

Responsibilities:

• Schedules and prioritizes workload to meet deadlines of all managers.
• Assigns leads and accounts to appropriate Sales or CS Manager based on deployment guidelines.
• Types and distributes all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.
• Maintains account files and ensures that all information is included in file, i.e. post convention reports, letters, fax information, etc.
• Professionally answers calls to the sales office and accurately takes messages, as applicable. Record messages legibly and completely. Deliver all messages in a timely manner.
• Effectively navigates computer database to find, input and revise information as needed, including but not limited to: running relevant reports, entering group information and notes, and blocking meeting space.
• Assists in generating proposals with information accurate and specific to each client.
• Assists with site inspections for the Sales team for both prospect and definite groups.
• Collaborates with Accounting Department on group billing as needed.
• Gathers materials and mails packages to clients as necessary.
• Takes detailed inquiry leads and submits to appropriate manager.
• Completes and distributes amenity requests for VIPs and cards; follows up on any changes.
• Attends designated meetings, take minutes, transcribe and distribute.
• Maintains up to date familiarity with all Hotel services, features and hours of operations to respond accurately to guest inquiries.
• Manages office supply and collateral inventory. Replenish as needed.
• Correspond with all colleagues, vendors and clients in a professional manner.
• Maintains accurate trace files and communicate daily traces to Catering and Convention Services (CCS) Managers.
• Prepares and distributes the Daily Event Sheet from the B.E.O.’s to all departments via email.
• Accurately processes and prepares B.E.O.’s to meet specifications given by clients, departmental procedures, and/or CCS Managers.
• Process all changes to B.E.O.’s in a timely manner, following departmental procedures.
• Prepare the Weekly Event Sheet according to procedures and distribute to CCS Managers for verification of information listed.
• Complete and distribute additional necessary reports on a daily, weekly and monthly basis as needed.
• Prepare posting reports for each function one day prior to scheduled event and distribute to the Operations staff.
• Organize all pre-con collateral and set up for Director of CCS and CCS Managers.
• Maintain confidentiality and of hotel and client information, correspondence, reports and files.
• Maintain knowledge of, and comply with, all hotel and departmental policies and procedures.

Qualifications:

• Proficient computer skills are required: Opera PMS system, Cvent, Microsoft Office, Excel, Word, etc.
• Experience with Delphi preferred.
• Must have excellent written and oral communication skills in fluent written and spoken English
• Previous reservation experience in both group and leisure segment
• Must have proven customer service ability, including handling complaints
• Experience in a sales environment is required
• Hospitality experience required, preferably in an upscale resort setting
• Four year college or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience required.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link:

EEOC is the Law Poster .

Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.

If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to: applicationassistance@omnihotels.com .