What are the responsibilities and job description for the Catering and Special Events Coordinator position at Faena Hotels and Residences LLC?
THE FAENA CULTURE
The FAENA Movement is one of culture, art and community. The FAENA Culture is steeped in the warmth and traditions of the south combining authentic and attentive hospitality with the world’s finest amenities. We act as a catalyst in making dreams a reality with the collaboration of ideas. Creating carefully curated spaces paired with excellence in service to delight the most sophisticated guests as they are indulged by the FAENA Culture.
JOB OVERVIEW
This position organizes the Catering & Special Events department by creating a clear flow of information. Main responsibilities include upkeep of overall administrative duties, update of calendar appointments i.e. sites, pre-cons, BEO meetings etc. Review all inquiries, hold space, formulate proposal / contracts and submit to Director or Manager for review / approval.
DUTIES AND RESPONSIBILITIES
- Answer and address inquiries in the absence of the Catering & Special Events Team.
- Handle client walk through and site visits as requested.
- Prepare proposals / contracts for the Catering & Special Events Team.
- Create Banquet Checks and send it to the client with the initial proposals.
- Obtain signed sales contracts and proposals prior to the event date and credit card authorization form with copy of the front and back of the credit card and a form of ID.
- Send proposals using Delphi tools.
- Send the BEO completed to each client before the event and claim for this approved / signed by the client.
- Go through the outstanding contracts on Monday and Fridays and follow up with clients.
- Write promotional proposals to solicit artists, events and sponsorship.
- Conscientiously open and sort all incoming mail.
- Make appointments and schedule meetings for Catering & Special Events Team.
- Send follow up / thank you notes to clients.
- Database Maintenance i.e. Daily updating and inputting of contacts and activities.
- Arrange for messenger & all courier services.
- Complete expense reports for the Catering & Special Events Team.
- Generate weekly Catering Sales Report and Daily Events Report/Calendar.
- Complete purchase orders for office supplies and catering material as directed.
- Update and maintain Catering & Special Events Press Book.
- Act as a liaison between all departments in arranging in-house events.
- Create cost analysis / P&L and maintain budgets for individual projects.
- Provide assistance at events as needed.
- Source relevant materials/accessories for events and at clients’ requests.
- Complete knowledge of meeting spaces, capacities and specifications, menus, budget and minimums.
- Clear and concise communication with necessary departments.
- Understand booking guidelines and parameters.
- Assist in month end reports where needed.
- Conduct site inspections when required.