Catering and Conference Services Coordinator (Full Time)

Aloha and Welcome! Thank you for your interest in employment opportunities with Mauna Kea Resort.
We invite you to our dynamic team of hospitality professionals.
We are confident that our salary and benefits package will be attractive.
In addition to industry-competitive salaries, team member recognition programs, and training and career opportunities, we also offer the following benefits: medical, drug, vision, and dental care, life insurance, paid vacation and sick leave, dining, and golf discounts, and more.
At Mauna Kea Resort, we're creating a hospitality company whose future is unlimited and whose values reflect the dedication and passion of our employees.
Our success is measured by the quality of the relationships we build with one another, our guests, and our strategic partners.
By seeking ways to add value to every encounter, we set ourselves apart from others and instill a sense of pride that is uniquely Prince.
We invite you to share this journey with us.
Division: Management & Non-Union (MAN010) MKR Catering & Convention Services Coordinator Primary Responsibilities: Provide clerical and administrative support to the catering and convention services (ccs) director and managers.
Must be able to work with high profile meeting planners and guests.
Must be able to work a flexible work schedule to include weekends and evenings as needed.
Essential Duties: 1.
Coordinate preparation and distribution of banquet event orders (BEO) and resumes.
2.
Review definite programs turned over by Sales to Catering.
Check Delphi and CI for room and function blocks, set up contact/activity sheet, draft intro letter, draft resume, set up file and turn over to CCS Manager.
3.
Prepare and distribute Change Logs, Daily Event Schedule, function space signage and 15 day report.
4.
Pre-convention meeting preparation to include blocking function space, organizing room set up to include name place cards for VIP’s and internal team members, resumes and BEO packets at place settings and communicating to internal participants.
5.
Update BEO book daily by filing new BEO’s by date and start time, attach change log changes to BEOs and write in red ink changes on BEOs.
6.
Block space for in house functions, create and distribute BEO.
7.
Manage On-Track forecasting data input for Catering and Conference Services MKR.
8.
Prepare proposals and contracts as directed by CCS Managers.
9.
Update group assignment list and distribute monthly.
10.
Provide clerical support to CCS Managers.
11.
Answer phones and offer assistance to callers, to include CCS Managers phones in their absence.
12.
Be knowledgeable about assigned CCS Managers client files, programs and/or event and be able to assist clients in Managers absence in person or on the phone.
13.
Pre-planning site inspection preparation to include preparing site guestroom and function space, client gift preparation and communicating to internal participants.
14.
Maintain files for correspondence, memos, and contracts.
15.
Attend meetings and take minutes.
16.
Complete requested reports and projects within specified time frame.
17.
Process purchase order requests, invoices, check requests and expense reports.
18.
Prepare sales kits and wedding packets and have readily available.
19.
Maintain office equipment and order supplies as needed.
20.
Perform other related duties as assigned or required.
21.
Provide back-up support to the Wedding & Special Events Coordinator.
Working Conditions: 1.
Normal office conditions.
2.
Outdoors to give tour of the resort.
3.
Travel between hotels.
Work Hours: 1.
Must be able to work shift and days determined by the Director Catering & Restaurants.
2.
Must be able to work in excess of 40 hours per week, when needed.
3.
Must be flexible to work weekends as needed.
4.
Must be able to adjust daily work hours as needed to assist CCS managers and/or clients.
Equipment Use: 1.
Proficient in the use of a computer and other resort software to include Delphi, CI-TY, Opera, Outlook, Word, Excel, etc.
2.
Ability to use the telephone.
3.
Ability to use various office equipment including but not limited to calculators, photocopiers and facsimile machines.
4.
May drive electric cart to shuttle clients or personnel within the resort.
Mental and Physical Demands: 1.
Ability to prioritize and organize workload to ensure deadlines are met.
2.
Able to manage stressful and challenging situations.
3.
Must be able to sit at a desk to perform administrative duties during most of shift.
4.
Must be able to stand and walk to give tours, meet clients/guests, and meet with other department personnel in the resort.
Communication Demands: 1.
Must have the ability to communicate verbally and in writing to employees, department managers and guests/clients.
2.
Ability to communicate over the phone.
Minimum Qualification Requirements: 1.
Three or more years in work related experience or luxury hospitality experience of any kind.
2.
Must be pleasant, smiling and friendly.
We appreciate your interest in joining our 'Ohana.
Due to our numerous inquiries, only qualified applicants for posted positions will be contacted by phone or email provided on your employment application form.