Come be a part of something bigger! Benchmark | Pyramid is a strong believer in offering our employees Work-Life Effectiveness through, practices, policies, and programs to help our employees achieve success at both work and home. Here are just some of the great benefits we offer: Full Time employees have access to Medical and Dental insurance to fit your needs Benchmark University (You can grow both personally and professionally through on-line webinars and self-study courses) 401K match (Let us help you build your financial future) Companywide Hotel Room Discounts (Who doesn’t love to get away) Paid Time Off Employee Assistance Program (We are here to support you) Employee family events (bring the kids!) Partnerships and discounts with major retailers such as AT&T, Verizon and Dish to name a few Many more, please inquire for more details Responsible for the management of all aspects and functions of the Catering and Conference Services department in accordance with hotel standards. Coordinates logistical arrangements and details and acts as liaison between hotel and clients. Coordinators all levels of catering and group bookings. What you will have an opportunity to do: REPORTS TO: Catering and Conference Services Assistant Director, Chief Commercial Officer SUPERVISES: Conference Service Concierge WORK ENVIRONMENT: Catering and Conference Services offices, Banquet meeting rooms/any Hotel location designated for a group function or event, service areas of Hotel. Job involves working: under variable temperature conditions (or extreme heat or cold). under variable noise levels. outdoors/indoors. around fumes and/or odor hazards. around dust and/or mite hazards. – asthma/allergies around chemicals. KEY RELATIONSHIPS: Internal: Culinary & Stewarding, Housekeeping, Guest Services-Front Desk, Finance, Sales and Marketing, Purchasing, Property Operations, Safety and Security, Administrative Offices, Banquet employees, F&B Outlets, Spa Luana, Tennis, Golf, Stables External: Hotel guests/visitors, Trade show/Exposition Company Set-up Personnel, Suppliers and Clientele. QUALIFICATIONS Essential: High school graduate or equivalent vocational training certificate, some college. 2 years experience as Catering/Conference Services Manager, preferably in a Resort/Conference style Hotel. Knowledge of accommodating guest room and meeting room capacities. Knowledge of all styles of room set-ups, standard equipment involved and proper handling of such. Knowledge of organizing set-up requirements from information on B.E.O.'s. Knowledge of staffing guidelines/requirements to set-up, turn and breakdown function spaces. Fluency in English both verbal and written. Provide legible communication. Compute basic arithmetic. Familiarity with cost controls. Ability to: perform job functions with attention to detail, speed and accuracy. prioritize and organize. be a clear thinker, remaining calm and resolving problems using good judgement. follow directions thoroughly. understand guest’s service needs. work cohesively with co-workers as part of a team. work with minimal supervision. maintain confidentiality of guest information and pertinent Hotel data. ascertain departmental training needs and provide such training. direct performance of staff and follow up with corrections when needed. Desirable: College degree. Fluency in a second language, preferably Japanese. Ability to suggestively sell. Ability to input and access information in the Delphi System Previous guest relations training. PHYSICAL ABILITIES Essential: 1. Exert physical effort in transporting shipments (50 pounds) to storage area. 2. Endure various physical movements throughout the work areas. 3. Reach 3 feet. 4. Remain in stationary/up right position for 8 hours throughout work shift. 5. Satisfactorily communicate with guests, management and co-workers to their understanding. ESSENTIAL JOB FUNCTIONS Maintains complete knowledge of and comply with all hotel and departmental policies/service procedures/standards. Maintains complete knowledge of correct maintenance and use of equipment. Anticipates guests’ needs, responds promptly and acknowledges all guests, however busy and whatever time of day. Maintains positive guest and employee relations at all times. Be familiar with all Hotel services/features and local attractions/activities to respond to guest inquiries accurately. Resolves guest complaints, ensuring guest satisfaction. Monitors and maintains cleanliness, sanitation and organization of assigned work areas. Maintains complete knowledge of: Daily scheduled group functions, times, locations, amount of people and specified requirements. Location of all Hotel function space and names of rooms. All styles of meeting and Banquet room settings. Correct maintenance and use of office equipment software systems. All safety guidelines. Reviews all group program profiles and group meeting requirements and organizes such into chronological order. Documents daily set-up requirements according to departmental procedures and attach respective diagrams (prepare diagrams as needed). Inspects the preset scheduled function areas/rooms for cleanliness, working condition and proper furniture/equipment set up; rectify any deficiencies with respective departments. Inspects set-ups; check for cleanliness, neatness and agreement with group requirements and departmental standards; rectify deficiencies with respective personnel. Monitors and ensures that functions are set up, refreshed and broken down in compliance with scheduled times and departmental procedures. Assists employees with their job functions where needed to ensure optimum cleanliness and service standards for guests. Responds and sells to all telephone and walk-in inquires. Keeps abreast of all local organizations and their meeting plans. Develops relationships with vendors associated with catering events such as photographers, florists, wedding coordinators, etc. Recommends attracting new markets, increasing average checks, menu ideas, etc. to the Director of Conference/F&B. Supervises the accurate recording and compiling of information, correctly retaining records, files and logs in accordance with standards. Recommends profit improvements to the Director of Conference/F&B. Meets group coordinator/host(ess) prior to function throughout event, make introduction and ensure that all arrangements are agreeable. Coordinates group's requests for additions/changes to scheduled arrangements according to standards. Answers phones within 3 rings, using correct salutations and telephone etiquette. Conducts site inspections. Inspects all function space for cleanliness and condition, using specified checklists. Ensures that each area meets designated standards. Directly contacts respective personnel and relay any deficiencies to be corrected. Monitors storage and delivery of group packages, ensuring that all procedures are met. Responds to all pages by beeper promptly within 5 minutes. Maintains a personal organization system for files and paperwork within departmental guidelines. Ability to effectively handle multiple accounts and priorities, to ensure the successful completion of all job duties and client responsibilities. Contacts client and maintain effective communication throughout planning and while on site to ensure successful completion of convention. Attends daily BEO meeting to review group information with all operational departments. Attend weekly BEO review. Monitors 30-60-90 day guest room blocks per client contract and ensure attrition classes are upheld. Ensures all event guestroom information and forecasted revenues are entered into Delphi and continually updated as alterations are made to contracts. Understands and complies with all Delphi standards. Inputs all Delphi information, send out client correspondence, make sure deposits are received, and signed contracts are received. Ensures all clients are contacted personally via phone. Introductions made and timeline of event planning process is reviewed. All banquet checks are reviewed for accuracy at the completion of each function, reviewed with client and signed off by client. Conference Services Manager and Banquet Director/Manager to collaborate on objectives. All group and catering files are reviewed before being turned over to accounting for final billing. Resolve all discrepancies with Finance. Organizes all banquet event order information according to standards. All changes contain complete and accurate information and distributed promptly. Is knowledgeable of all standard operating procedures for all departments. Accurate event information is provided to client within 30 days of event to include BEO’s, program overview, floor plan and cost estimates.. Up sells theme parties, receptions, audiovisual, and outside services. Supervises and attends to the overall set up and implementation of events and meetings. Communicates with relevant departments to ensure proper servicing of accounts. Communicates with Sales and Marketing, Guest Services-Front Office and reservations in order to coordinate and monitor guest room blocks and special reservation needs. Assigns banquet/meeting rooms set ups based on needs of clients, i.e., schoolroom, etc. Checks all functions, meets, clients and introduces them to Banquet Manager. Monitors in house group activity, providing assistance as needed, such as organizing exhibit set up, promotional, community events, etc. Develops client menus as well as organizes all other arrangements as they relate to social and corporate events. Assists department and Director with special projects and promotional, community or staff events. Plans and conducts pre- and post-convention meetings with clients and respective departments. Prepares and presents weekly, monthly and annual Catering/Sales/Conference Services reports as required by the Senior Conference Services Manager. Audits client checks to ensure accuracy. Performs other related duties as requested by the Director of Conference/F&B or Senior Conference Services Manager. Serve our guests. Serve the other Turtle Bay Resort employees who serve our guests. Perform any and all functions as directed – you are a member of the entire Turtle Bay Resort team, not just a member of your department. Take personal responsibility to ensure the success of the team – the team succeeds because of your actions. Always put the team objectives ahead of your personal agenda. Perform the security and safety function of all Turtle Bay Resort employees to ensure the security and safety of all guests and of all fellow employees - be vigilant for all safety/security issues, correct and/or report all issues immediately. Perform the housekeeping function of all Turtle Bay Resort employees– keep your work area clean and neat, and correct and/or report any housekeeping issues outside of your work area in the public and heart-of-the-house areas as you encounter. Perform your sales function – all Turtle Bay Resort employees are sales people for the company and for the property - be knowledgeable of Turtle Bay Resort and of all aspects of your property, and always present both in the best light to guests and to the community at large. Perform your community ambassador function – get involved in your community and represent Turtle Bay Resort and your property well. Always speak first and speak last to guests in a friendly, courteous manner – every guest encounter should include this. Always greet co-workers in the same friendly, courteous manner – never pass a fellow employee without acknowledgement. Deal with all guests and fellow Turtle Bay Resort team members with respect and honesty. Present yourself properly in the work place at all times – full uniform including name badge, dress/uniforms always clean and pressed, personal grooming always up to standard. SECONDARY JOB FUNCTIONS Attend designated meetings. Coordinate deliveries of scheduled function amenities (i.e., flowers) with vendors. Meet with clients to work out the details of their functions. Escort clients through the property and highlight features of facility as well as available services. Maintains an open door policy and monitors staff relations. Assists banquet staff in room set up as necessary. Supervises administrative staff in distribution of written materials. Other duties as requested by the Senior Conference Services Manager. Knowledge of lighting and sound equipment and usage. Must have extensive knowledge of Food and Beverage etiquette, guest relations and service standards. Extensive knowledge of local fire codes and regulations relating to public space and exhibit capacities. Thorough knowledge of hotel and meeting related services available to clients. Ability to communicate effectively in English with employees and customers understands reports and related correspondence and accurately perform all essential job functions. Ability to effectively deal with guests and Employees (some of whom sill require high levels of patience, tact and diplomacy to defuse anger and collect accurate information) concerns in a friendly and positive manner. This involves listening to the nature of the concern, demonstrating empathy with the customer and providing positive and proactive solutions. Basic mathematical skills and considerable skill in the use of a calculator to prepare moderately complex mathematical calculations without error. Ability to manage a large staff and apply basic supervisory skills to plan, organize and direct employees. Considerable skill in composing professional documents to effectively correspond with clients, in-house departments and third parties. Ability to analyze client needs and negotiate pricing. Ability to work under time pressures and extensive hours. Ability to prioritize and organize workload to ensure deadlines is met and works under time constraints. Ability to access and accurately input information using a moderately complex computer system. Ability to grasp, lift and/or carry, otherwise move goods weighing 20 lbs. Ability to work flexible schedules based on the needs of the customer and business demands, as well as being able to work the duration of the shift traveling throughout the hotel or remaining stationary for long periods of time. Ability to use various office equipment, including, but not limited to, typewriters, calculators, photocopier and facsimile machines. Perform rotational MOD shifts STANDARD SPECIFICATIONS Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the applicant will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees or guests. A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions. This job description in no way states or implies that these are the only duties to be performed by the employees occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor. What are we looking for? Benchmark Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.