Lotte New York Palace

Meeting and Events Coordinator

Lotte New York Palace, New York, NY, United States

Job Description

Ensure all billing requirements are met
Answer all telephone inquiries in a pleasant, courteous and professional manner and ensure that all pertinent information is noted accurately and legibly to be communicated to the Director of Meetings and Events or Catering Sales Managers
Assist and handle all administrative needs for the Director of Meetings and Events or Catering Sales Managers
Prepare all written communications: memorandums, BEOs, contracts, sales letters, cover letters, thank you letters, mailings, collateral, etc.
Retrieve all mail from mail room
Ensure that administrative operation has adequate stock of materials necessary to perform all daily tasks and order supplies as needed
Perform all administrative duties in a tidy, organized manner and maintain offices in an orderly and guest ready environment at all times
Responsible for daily distribution of guarantee sheets, memos, reader boards and their accuracy. Must walk throughout hotel to deliver last minute events
Check all banquet statements and ensure their accuracy before the conclusion of all events
Maintain a par stock of all printed menus and sales collateral as well as a stock of completed sale kits.
Print and assemble all table menus, place cards and tent cards as needed
Place all flower orders as needed and ensure correct billing
Communicate all last minute changes, additions and cancellations via telephone or hand delivered memo.
Ensure that all entries in Delphi are accurate
Attend all necessary meeting and take appropriate minutes
Prepare all necessary reports: forecasts, pace reports, lost business reports, inquiries, booking reports, trace reports
Make room reservations as needed and ensure the delivery of amenities
Process all purchase orders and special requests
Order all audio visual requests as needed

Hourly rate: $32.99

Requirements

High school diploma and a college degree in hotel or business administration are required
Extensive experience in similar luxury establishment
Experience in a similar operational area for a minimum of two years
The specific strategic or operational knowledge needed to perform the job
Basic secretarial/administrative knowledge such as business letter, BEOs and telephone etiquette is required
Excellent telephone skills and manners. Ability to interact with fellow employees and clients of the hotel both via phone and in person
Knowledge of hotel structure and how all departments interact
Proficient in Microsoft Word, Excel, Power Point and Delphi