Catering Coordinator

The Betsy, located on South Beach’s iconic Ocean Drive, is considered one of the country's premier independent boutique hotels. Family owned and operated, it is steps from the beach and in the heart of the most exciting neighborhood in America. Its ownership family works actively with all the members of the extended Betsy team to curate every aspect of the hotel and guest experience, and The Betsy’s CEOs (Canine Executive Officers), golden retrievers Betsy and Rosa, welcome every guest.

Beyond its 130 elegant guest rooms and suites, the property boasts multiple restaurants by acclaimed Chef Laurent Tourondel as well as a spectacular array of common spaces: the Piano Bar with exceptional live jazz nine times a week, roof decks and terraces with panoramic ocean and skyline views (including a rooftop pool and bar suspended in mid-air), a coffee bar and gallery space home to just some of the hotel’s permanent and rotating art exhibitions, a library open 24/7, and a beach-facing front terrace with the best outdoor dining setup in greater Miami. The Betsy’s Writers’ Room, just one example of the ownership family's commitment to the arts, has hosted over 1,000 writers-in-residence. Above all, The Betsy is a haven for discerning travelers seeking luxury of experience and transcendent service.

We’re looking for the best and brightest in every field related to who we are and what we do. If you have a passion for any element of The Betsy’s DNA — whether commitment to excellent service, great food, creative arts, music, or simply an appreciation of The Betsy’s unique brand of understated, experiential luxury hospitality — we want to hear from you.

Job Summary:

Perform routine clerical and administrative functions in support of the Sales Team at the hotel, such as bookings, coordinating groups and events, drafting contracts and other correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to current and potential guests.

Duties and Responsibilities:

• Use computers for various applications, such as database management or word processing.  
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.  
• Create, maintain, and enter information into a client, vendor, and other databases.  
• Prepare, distribute, file, and maintaining documents, such as proposals, contracts, banquet event orders, or other material.  
• Operate office equipment, such as computers, copiers, or phone systems and arrange for repairs when equipment malfunctions.  
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.  
• Maintain scheduling and event calendars, including but not limited to the daily site inspection calendar, daily group arrivals and events, and others. 
• Make copies of correspondence or other printed material.  
• Open, read, route, and distribute incoming mail or other materials and answer routine inquiries.  
• Provide services to clients, such as order placement or account information.  
• Manage projects or contribute to committees or teamwork.  
• Mail newsletters, promotional material, or other information.  
• Order and dispense supplies.  
• Coordinate conferences, meetings, or special events, such as site visits or client entertainment.
• Arrange conference, meeting, or travel reservations for office personnel.  
• Performs additional duties as required by management.

Technology Skills:

• Microsoft Office Suite
• Groups and Events database software – Tripleseat and CVENT
• PMS – Opera Cloud
• POS – Micros
• Guest Service Management System – HotSOS
• HRIS and Payroll – ADP TotalSource
• Google Suite
• Procurement Software – iBuy Efficient by Avendra

Qualifications:

• High school graduate or equivalent.  A hospitality degree is preferred.
• Previous experience in an administrative position, preferably within the hotel industry.
• Must be able to speak, write and understand English.  Ability to communicate in Spanish and / or Haitian Creole desirable.
• Ability to follow instructions.
• A professional attitude is required.
• Ability to work independently and as a member of various teams and committees.
• Excellent time management skills.
• Creative, flexible, and innovative team player.
• Strong organizational, problem-solving, and analytical skills.

Competencies: 

• Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Speaking — talking to others to convey information effectively.
• Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
• Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Speech Clarity — The ability to speak clearly so others can understand you.
• Speech Recognition — The ability to identify and understand the speech of another person.
• Written Comprehension — The ability to read and understand information and ideas presented in writing.

Physical Demands and Work Environment: 

• Continually required to stand
• Continually required to walk
• Occasionally required to sit
• Continually required to utilize hand and finger dexterity
• Continually required to climb, balance, bend, stoop, kneel or crawl
• Continually required to talk or hear
• Continually work near moving mechanical parts 
• Occasionally exposure to extreme heat or cold (non-weather)
• While performing the duties of this job, the noise level in the work environment is usually moderate 
• The employee must occasionally lift and /or move more than 50 pounds / continually lift and / or move up to 20 pounds
• Specific vision abilities required by this job include: Close vision; Distance vision; Depth perception and ability to adjust focus

The Betsy – South Beach is an equal opportunity employer, harassment-free and a drug-free workplace. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.