Catering Coordinator

The Catering Coordinator provides essential administrative support to the Catering and Convention Services Department at Ala Moana Hotel by Mantra. This role involves managing the catering booking system (Delphi), handling correspondence, processing banquet reservations and payments, reconciling revenue, and maintaining organized files. The coordinator acts as a key point-of-contact for system users and assists the Director of Catering with various projects, ensuring smooth departmental operations and client satisfaction.

Must Have

• Provide administrative support to Catering and Convention Services.
• Act as point-of-contact for system users and assist with issues.
• Coordinate with Newmarket for user logins and program support.
• Update menus, prices, set-up, and audio/visual items in the system.
• Type letters, memos, and other correspondence.
• Handle and direct telephone calls and inquiries for food and beverage.
• Check availability and book new banquet reservations.
• Reconcile revenue between banquet chits and the booking system.
• Prepare and deliver Banquet Event Orders and guarantees.
• Process payments for banquet events and prepare receipts.
• Maintain organized files and prepare file folders.
• Assist in obtaining guarantee counts for food functions.
• Assist Director of Catering with assigned projects.
• Ensure confidentiality of information.
• Comply with Occupational Health and Safety requirements.
• Represent the company in a positive manner.
• Minimum 6 months clerical or secretarial experience.
• High School Diploma or equivalent.
• Proficient in Microsoft Office Programs (Outlook, Word, Excel, PowerPoint).
• Ability to learn and utilize the Catering Booking System (Delphi).
• Good written and verbal communication skills.
• Well-groomed and professional image.
• Detail oriented and a self-starter.
• Good phone etiquette and tactful with the public.
• Dependable and displays a positive attitude.
• Service oriented and adaptable.
• Excellent organizational skills.

Good to Have

• Experience in the Hospitality industry is preferred.
• Prior experience in Food and Beverage preferred.
• Bachelors Degree preferred.

Perks & Benefits

• Competitive benefits package

Company Description

About Us:

The Ala Moana Hotel by Mantra is part of the Accor Hotel group that consists of more than 4,900 hotels across 39 global brands in 110 countries. The Hotel itself is a landmark Honolulu hotel and is seen by many as the Kama’aina hotel of choice to stay and to work.

Accor Hotels offer opportunities, growth, and a culture of inclusion to let each individual shine. We place people at the heart of what we do, and nurture real passion for service and achievement beyond limits.

Job Description

Job Summary:

The Catering Coordinator provides administrative support to the Catering and Convention Services Department.

Duties

• Point-of-contact for other system users; and assisting them with user issues. Coordinating with Newmarket to set-up logins for new users. Assisting new users with basic training of Delphi program after becoming “certified” to use the booking system. Communicating with Newmarket to report and request assistance with resolving program-related issues. Keeping the Director of Catering informed of all issues that arise. Keeping menus, prices, set-up and audio/visual items updated in the system, as information is made available.
• Types letters and other correspondence from verbal instructions, e.g., memos, special requests forms, gift certificate requests, JTO group contracts and menus, etc. Makes copies of paperwork and distributes.
• Answers, handles, and directs telephone calls and inquiries for food and beverage, as needed. Includes checking availability and booking new banquet reservations in system.
• Reconciles revenue information between banquet chits (actuals) and event information in the Catering Booking System (Delphi); updates account files as needed, reports discrepancies to necessary departments and Catering Manager; and resolves issues as needed.
• Prepares, generates, copy, and/or delivers Banquet Event Orders and guarantees to required department(s). Prepares estimate invoices, as needed for clients. Receives and posts payments for Banquet events; and prepares receipts. Generates reports from Delphi as needed.
• Maintains organized files and file paperwork daily. Prepares file folders for all events.
• Assists in obtaining ‘guarantee counts’ for food functions sold prior to the function.
• Assists Director of Catering with other projects, as assigned.

Skills

• Ensure that all information is kept confidential, unless otherwise advised.
• Ensure that all Occupational Health and Safety requirements for the company are met within your department. Report any workplace hazards as you see them and support the company in its endeavor to provide a safe workplace.
• Represent the company in a positive manner expounding the values, ethics and pride at all times.
• Complete to the best of your ability any additional tasks within reason as provided by your immediate manager or their delegate

Qualifications

Minimum Qualifications

• Minimum 6 months clerical or secretarial experience
• High School Diploma or equivalent
• Proficient in Microsoft Office Programs (i.e., Outlook, Word, Excel, and PowerPoint)
• Ability to learn and utilize the Catering Booking System (Delphi)
• Good written and verbal communication skill
• Well-groomed and presents a professional image
• Detail oriented and a self-starter
• Good phone etiquette and ability to be tactful to the public
• Personal, dependable, and displays a positive attitude
• Service oriented and adaptable
• Excellent organizational skills

Preferred Experience

• Experience in the Hospitality industry is preferred
• Prior experience in Food and Beverage preferred
• Bachelors Degree preferred

Additional Information

Salary:

$40,000 - $50,000 annually

Salary offer is based on a number of factors such as job-related knowledge, skills and experience. Our company offers a competitive benefits package on top of base.

Ala Moana Hotel by Mantra is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Ala Moana by Mantra does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws.