Catering and Events Coordinator

Original architectural features have been lovingly restored, including the historic, trellis-lined Arbor and Lily Pond. Modern additions to the expansive outdoor zero-edge pool and a new beautifully appointed boutique spa enhance the journey for today’s luxury-seeking guest.

As a Catering and Events Coordinator, you bring the legend of Belmond to life. You will work alongside skilled colleagues to prepare the highest quality groups and events details, emphasizing exquisite guest experiences. If you’re looking to develop your skills and be part of the future of luxury, this is your moment.

Requirements

SCOPE AND PURPOSE:

The Catering and Sales Coordinator provides support to Catering Sales and Planning and all Sales efforts including supporting the Dir of Sales and Marketing and the BCO’s Meeting, Incentive and Tour Series groups.

The Catering Sales Coordinator is the main HMS system knowledge holder, coordinates and sells to clients and liaise with all of hotel departments seeking and providing information to create successful events. You are responsible for selling social functions, with and without room blocks.

MAIN DUTIES AND RESPONSIBILITIES:

• Update the By Program and forecast document weekly with actuals, by meal period.
• Plans events for clients independently and in tandem with the Catering Events Manager.
• Sends proposals and contracts to clients.
• Creates BEOs and Resumes.
• Co -Leads BEO and Resume Meeting.
• Does turnover Reports. reviews signed contracts, makes sure HMS / SCS matches contract terms.
• Processes the initial deposit and collects subsequent deposits
• Confirm payment schedule in HMS / SCS
• Creates Event folders and confirms that all information is in folder
• Performs Site Visits and on property execution of events.
• Creates cost estimates
• Prepares Wedding Kits
• Coordinates Wedding Tastings and their Preparation, Confirm space and chef availability for tastings
• Keeps up to date menus and floor plans for the team
• Updates the proposal form letter and email proposal with changes that occur with our offerings
• Keeps Inquiry Log updated Daily
• Inquiry Follow Up: E-mail and Phone, Log in Shared Drive
• Check the BEO Board Daily, Confirm all BEO’s and Floor Plans are up to date
• Enter in reservation detail in HMS / SCS for wedding blocks and Bride/Groom
• Handle Reservation Blocks: Create and enter in HMS / SCS
• Clean prior to event: Single vs. double, special requests, etc.
• Monitor all contractual agreements pertaining to, meeting space, food and beverage and special concessions. Effectively communicate to all hotel departments the information necessary to successfully execute the group’s needs while maintaining a good client relationship according to El Encanto standards.
• Maintain strong client relations and ensure that event specifications are communicated and executed for a successful event experience for the planners and attendees.
• Produce and distribute event resume two weeks prior to first day of main group arrival and communicate any changes and updated information to hotel departments.
• Generate and distribute BEOs for event and affiliates 14 days prior to events.
• Distribute a list of upcoming events 30 days prior to arrival every week.
• Participate in site visits, menu tastings and plan meetings for upcoming group business.
• Send Secure Pay, verify credit information submitted in account management software system, to include estimated amount of master account and appropriate contact and update information as necessary until departure.
• Assure that the post group invoice is correct.
• Assure that all deposits are prepaid, including a “shore-up” deposit at 72 hours out for any last minute charges not covered by the contracted estimated revenue.
• Work with Reservations and the Front Office to ensure the guestroom blocking is consistent with the group’s expectations.
• Attend Sales & Catering meetings, to include detailed presentation of social catering event, its agenda and profile.
• Utilize HMS systems to effectively communicate booking information within hotel.
• Introduce and recommend house vendors as preferred vendors as determined with the revenue goal of the hotel. Maintain good working relations with preferred vendors of the hotel.
• Establish checklist trace dates using appropriate computer programs.
• Generate VIP and amenity notifications and order forms as required.
• Maintain open communication with all hotel HMS / SCS ting departments.
• Maintain up to date information on program and food and beverage events in hotel’s inventory management system.
• Sell to inquiries, quote menu pricing, send proposals, pursue leads, perform site visits, follow-up with clients, close on the business, send contracts to client, schedule and receive deposits, process definite turnover paperwork, create and receive counter-signed BEO’s, coordinate on-site guest event, handles all post event activities.

• Provide support to Sales, Accounting, Catering, Front Desk and Group clients. Must possess strong quality control skills, task management, and communication with internal and external clients, proficient in Excel, and knowledgeable of 5 star service. Must be able to work a flexible schedule based on business needs.
• Process all group reservation requests, changes and cancellations received by phone, fax, e-mail, mail, internally and through travel planners/corporations according to availability and contract.
• Controls group and social blocks by using the HMS reservations system. Maintain accurate filing system for groups and ensure that each group block is traced.
• Manages guest requests (single vs. double, high floor, crib, roll away, enter traces) and/or correspondence, Enter guest profile information in our HMS system and in other appropriate areas (resumes, etc.)
• Manage Turnover Reports – reviews signed contracts with HMS / SCS and all ensures all information (group rooms, revenue, etc.) is accurate in the system and on contract.
• Enter, modify and update group block information in system to ensure inventory, stay dates, cancellation policy, deposit requirement, and booking procedure are reflected correctly.
• Prepare group history, billing information, deposits, filing, and VIP information.
• Manage cutoff dates / reports, alert Sales or Event Manager if follow up is needed.
• Set up routing in reservations to accurately reflect the billing details of the client.
• Manages attrition per contract and ensures attrition and other cancellation penalties are posted when needed
• Review the arrivals daily reports to flag any group VIPs
• Provides In Room Dining with amenity cards for the next day if necessary
• Support the Reservations department where needed, if required
• Assist in room blocking for group blocks
• Monitor inventory, i.e. oversold categories, work with Revenue Management and the Front Desk to find a solution
• Assisting BCOs and other sales team members, enter group bookings and updating status in HMS / SCS .
• Match the Opportunity ID to the booking you create in HMS / SCS
• Log property activities into the account in HMS / SCS so that the BCO has a current update on the account.
• Generate/execute BCO contracts and addendums and email to clients.
• Check function space for BCO and all sellers
• Block function space and guest rooms in HMS / SCS for BCO and all sellers
• Add attendee reservations into HMS / SCS from group rooming lists and set up routing according to the contract terms
• Once a group contract is executed, send secure deposit link and post/charge deposit(s) in HMS.
• Manage cut-off dates in tandem with our Catering Event Manager
• Trace out and charge all subsequent deposits in HMS
• Responsible to reconcile final folio and send an invoice for the balance due or credit due.
• Monitor group pickup reports and follow up with clients when group is approaching cutoff date and has additional rooms in block that have not been picked up
• If additional Group rooms requested, work with Revenue Management on approval of additional rooms and add then into the block in HMS / SCS , if approved at the appropriate rate
• Ensure HMS and SCS are aligned.
• Actualize traveled group blocks in HMS / SCS
• Ensure HMS / SCS matches contracted block/rates in total and by room type
• Attend all department and hotel meetings as necessary.
• Completes all assigned tasks in accordance with all safety procedures as defined by El Encanto.
• Reports and hands in all Lost and Found items according to the Lost and Found procedure established by El Encanto.
• Use utilities and resources in a responsible manner to control waste.
• Communicate relevant information to the department, your direct manager and across departments, as appropriate.
• Comply with safe working practices, Health and Safety policy and ensure accidents/defects are reported immediately.
• Attend learning and development courses and complete eLearning modules, as required.
• Demonstrate and be a role model of Belmond’s core values of Care, Confidence, Curiosity and Community.

Benefits

At El Encanto we pride ourselves on fostering a culture built on kindness, active listening, and genuine connections with our colleagues and guests. We offer a comprehensive range of compensation, perks and benefits including:

Medical, Dental and Vision coverage. In addition, the company pays for basic life and AD&D as well as short term disability. Team members can choose additional coverage to include voluntary life/AD&D, spouse life/AD&D, dependent life, critical care, hospital indemnity, accident and flexible spending.

The Company offers paid time off, sick pay, a 401(k) program with company matching, and an employee assistance program. Team members also enjoy free cafeteria meals and discounts on food and beverage, spa treatments, and retail boutique items.

The Discovering Belmond program offers complimentary accommodation for team members while on leisure travel outside their region at any Belmond hotel and resort. It also offers food and beverage at a discounted rate. In addition to the complimentary offerings, discounted rates are available for safaris, trains and cruises.

This is your moment. Apply today!

https://careers.belmond.com

Join us and be part of creating unforgettable moments for our guests, communities, and each other.

The Belmond & LVMH Family

El Encanto is proud to be part of LVMH, and the Belmond global collection of iconic hotels, trains and river cruises, all creating exceptional experiences worldwide. When you join one of our properties, you join a global family of history-rich hotels and breathtaking destinations, where our employees are at the heart of the Belmond experience.