Sales Catering Coordinator

Position Purpose & Summary

Provides ongoing support to the Sales & Catering department and Membership Sales Manager as outlined below in this job description and as directed and assigned by the DOSM

Essential Functions:

• Promote a proactive work environment that creates an atmosphere of teamwork and quality service.
• Perform "other" job-related duties as assigned by management, which achieve the established goals of the Sales & Catering team, department and clients.
• Default Lead Coordinator to field inquiries and forward questionnaires to potential clients and advise Sales Managers once the questionnaire has been returned.
• Drafts and coordinates event paperwork, including but not limited to contracts, credit card authorizations, group event orders and work requests.
• Work with other departments within the hotel to provide quality service to customers and members.
• Assist with client site visits as requested by sales team.
• Responsible for all In-House Meetings and Events to include booking, planning, coordinating, and creating BEO's as needed.
• Maintains customer file management according to GGRC standards for all events.
• Enter contractual event data for programs into Delphi FDC (sales system) on an as needed basis.
• Upon receipt of a signed contract, ensure that the data in the Delphi FDC system is accurate with guest rooms, banquets, catering, and event space requirements.
• Prepare copies of the necessary information for Conference Planning, Accounting and Group rooms, turnover process (i.e., turning a file "definite"), as well as the handling and processing of the canceled agreements.
• Responsible for Event menus and all signage to include directional signs.
• Performs other related duties as outlined by Sales & Catering Managers and Director of Sales & Marketing.

Additional Duties and Responsibilities:

• Maintains post-event files and ensures invoices, receipts and closing inventories copies are maintained and records actual final guest count and revenues in Delphi.
• Maintains complete and in-depth files on all future and past events and private parties as directed by departmental standards as a backup to Catering as needed.
• Excellent communication skills, both written and verbal required.
• Attend training as assigned.
• Practice and observe safety rules and regulations and encourage others to do the same.
• Timely participates in morning stand up, weekly operations meetings and staff meetings as required.
• Follows the company's guidelines for daily professional attire, appearance, and grooming.
• Greet every guest, member, and team member with "I Am Proud" standards and set a positive tone for every interaction.
• Provide extraordinary service that is "Enriching by Nature."
• Embrace, embody, demonstrate, and encourage wellness and the STRATA virtues through interactions, performance, and commitments.
• Uphold the Garden of the Gods Resort and Club's brand, culture, vision, mission, and values.
• Be empowered to make things go right if they go wrong.
• Give the guest/member a fond farewell.
• Address feedback by utilizing the LEARN Model.
• Comply with company policies and procedures.

Marginal Functions:

• Interface positively with other departments, helping when needed.
• Displays care for the use of equipment and maintain an organized and professional work environment.

Position Requirements:

1. Minimum Knowledge & Skills:
1. 1 Year Delphi Classic, Delphi FDC, Opera Sales & Catering or similar sales & catering software
2. Preferred knowledge of Jonas, Micro's software or other similar business enterprise or POS related programs
3. Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
4. Room diagram software's such as Meetings Matrix, Allseated, or Social Tables

1. Formal Education and Job-Related Experience:

1. 2+ years previous Coordinator experience within luxury resort market or similar role preferred.

1. License, Registration, and/or Certification Required:
1. Valid Driver's License Required

External and Internal Personal Contact:

1. Communications:
• Daily – Participating in meetings; conducting meetings / leading group discussions
• Weekly – Consulting to others; making formal presentations and speeches
• Occasionally – Participate in one-on-one coaching sessions with sales team
2. Teamwork and Collaboration: This position requires continuous teamwork as well as internal and cross-departmental communication.

Additional Licenses and/or Certifications Required:

Position Analysis/Specifications:

Environmental Factors:

Environmental factors may include indoor settings with overhead lighting and comfortable ventilation. May occasionally be called upon to work in all areas of the property, both inside and outside, possibly in inclement weather.

The Garden of the Gods Resort and Club offers a diverse, dynamic, and thriving environment that supports career development for all our team members.