Position Purpose
Under the supervision of the Event Sales Manager, Catering is responsible for coordinating new international wedding business, coordinating details of confirmed function, coordinating activities with banquet and maximize profits of hotel. Also, is responsible for greeting, screening, monitoring and directing visitors and callers in the Sales & Catering office. Perform overflow clerical work as needed. Assist Sales Manager, Catering and Sales Specialist, Catering in facilitating all sales inquiries.
Essential Job Functions
Administrative
- Record and disperse messages for Event Sales Manager and Sales specialist in charge of Catering Sales
- Order and request inventory for Catering and Sales office
- Reproduce documents on photocopier
- Send and receive documents on fax machine
- Comprehend and follow instructions
- Prioritize all fax, phone & personal communications
- Resolve problems involving a few concrete variables in standardized situations in accordance with hotel policy
- Check daily schedule of Sales Manager, Catering and Sales Specialist, Catering
- Check Catering mailbox and distribute mail accordingly
- Check fax machine for messages frequently
- Process all Banquet Event Orders (BEO) for distribution according to priority
- Update BEO clipboards daily
- Distribute Weekly Event Order, weekly
- Update Opera S&C with function actuals, daily
- File all completed account files and perch old master files
- Answer all incoming calls in a timely manner
- Track and compile Competitive Analysis of catering functions and report to Sales Manager, Catering monthly
- Track and compile report of Loss and Cancelled functions and report to Sales Manager, Catering, weekly
- Track frequency and type of inquiry calls received
- Daily auditing of old Catering files
- Track and compile function actuals booked by Catering Department to F&B venues daily
- Coordinate new international wedding business inquiries through activities including but not limited to fax, telephone calls and walk-ins
- Maintain contact on international wedding business with clients once the program becomes definite
- Proper completion of Banquet Event Orders with special attention to detail
- Suggest, confirm, finalize and communicate any changes to event order
- Participate to weekly BEO meeting
- Coordinate and monitor services provided by banquet staff, including, but not limited to function set up. Ensure the set up meets client's needs
- Coordinate activities of catering department with other departments to ensure excellent service to guests
- Assist in preparing weekly and monthly reports and forecasts
- Assist Sales Manager and Sales Specialist in charge of Catering Sales to create special catering promotions to generate new business
- Type general correspondence, letters, forms, etc., as instructed maintaining confidentiality and accuracy
- Greed record and announce all visitors to the office
- Answer all incoming calls and direct to the correct party
- Interact in courteous and professional manner with customers, guests, vendors, and staff who come in contact with Catering and Sales office
- Assist clients and functions at the request of the Director of Sales and Marketing
- Function as effective liaison between clients and hotel personnel
- Other duties may be assigned as needed
- Attending training sessions set out by the Westin Resort to ensure continued personal development
- Certain operational situations may require supervision and delegation of associates
- Ability to maintain excellent relations and staff
- Ability to maintain staff and guest confidentiality at all times
- Exceptional oral communication skills to ensure ability to negotiate and persuade guests and staff to achieve results beneficial to operation of hotel
- Extensive knowledge of the hotel, its services, and facilities
- Ability to deliver informative, well-prepared, and pertinent presentations to both small and large groups
- Ability to work collaboratively and communicate effectively with team members at all levels of the organization
- Ability to focus and maintain attention to performance of tasks despite frequent stressful, emergency, critical, or unusual interruptions
- Ability to memorize, recollect and quickly retrieve dates, names, times, and other data
- Ability to converse calmly with irate guests, superiors, and subordinate in sometimes intense emotional situations
- Interpret and comply with a variety of instructions furnished in written, oral, diagrammatic or schedule form
- Must be able to apply common sense understanding to follow instructions, to make decisions with minimal supervision and to prioritize tasks in order to maintain service standards
- Must be able to convey positive image of self and hotel
- Knowledge of Guam and vicinity, including, but not limited to attraction, directions, and restaurant
- Knowledge of Microsoft Office (Excel, Word, PowerPoint, Outlook)
Required Education and Experience
- High school or equivalent education required
- Minimum one years' experience in Sales & Marketing
- All employees must maintain a neat, clean, and well-groomed appearance
This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. Job description is subject to change at any time.
The Westin Resort Guam is an equal opportunity affirmative action employer and selects individuals best matched for the job based upon job-related qualifications regardless of gender, race, color, religion, creed, sex, sexual orientation, age, national origin, pregnancy, ancestry, marital status, veteran status, disability, handicap, citizenship status or any other status or characteristic protected by law.
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