Live Your Passion. Add Your Magic.
At Montage International, we are doing something different, something exciting and it takes passionate people to bring our vision to life. We have built a culture that leads with the important notion we live by every day; do what you love. If this resonates with you, we look forward to receiving your application.
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SUMMARY
The Meetings and Events Coordinator will provide support to the Meeting & Special Events Department by giving strategic administrative support to the Director of Catering and MSE Managers. This role will contribute to the organization as an active business partner that is responsible for supporting the company's goals, objectives, vision, mission, and values.
ESSENTIAL FUNCTIONS
Major areas of responsibility/ management include, but are not limited to:
- Create a welcoming environment for guests and associates. Receive initial inquiries, provide preliminary catering information, forward qualified leads to catering manager for appointments or follow-up. Answer questions and concerns; follow through either to resolution or refer to the appropriate manager.
- For events 10 guests and under the catering coordinator will assist the manager for arranging these events and depending on the nature of the group may take full responsibility for the group. They will create contracts and deposit schedules, organize BEOS, as well as oversee the execution of the event. They will be the main contact for the host of the event to refer to with any question pertaining to the planning of their event.
- For “Rooms Only” groups the catering coordinator will take full responsibility for overseeing the room blocks, understanding the plans of the group any VIP’s and creating a short Resume outlining these details. They will be the main contact for the host of the event to refer to with any question pertaining to their event.
- Assist managers in scheduling appointments, meetings and coordinating rentals and specialty items for events as required. Assists with Site Visit Alerts, Amenity traces, VIP room inspections
- Create and assist with all In-House Event requests and BEOS
- Assist managers with Pre-Cons, managing RSVP’s, name cards and room set up
- Produce & distribute as directed contracts, BEO, resumes & related Catering paperwork, menus and correspondence
- Creation of files for each new group with copies of the contract and necessary turn-over check list, and then following group departure, the breakdown of each file and storage of necessary paperwork.
- Oversee office stationery par levels and the necessary ordering, including the office Photo Copier / Printer.
- Very detailed and task oriented
QUALIFICATIONS
- High school or equivalent education required
- Minimum of 1 year of banquet service experience, events service experience or Sales administrative experience preferred.
- Minimum 1 -3 years of customer service experience
- Possess basic math skills and can accurately handle billing
- Ability to communicate clearly and speak, read, write and understand English eloquently
- Luxury hotel experience strongly preferred
- Bachelor’s Degree preferred
- Delphi experience preferred
- Advanced skills in Word, Excel, PowerPoint, and Outlook; daily use of nearly all programs will occur
PHYSICAL REQUIREMENTS
Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems. Must be able to bend, stoop, squat and stretch to fulfill cleaning and filing tasks. Must be able to exert well-paced ability in limited space. Must be able to lift up to 15 lbs. on a regular and continuing basis. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity. Talking and hearing occur continuously in the process of communicating with guests, supervisors and other employees. Vision occurs continuously with the most common visual functions being those of near vision and depth perception. Requires manual dexterity to use and operate all necessary equipment. Must have finger dexterity to be able to operate office equipment such as computers, printers, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed
In the United States we are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.