Conference Services & Sales Coordinator

Job description

Company Description

Fairmont Dallas, located in the Arts District of downtown Dallas, offers 545 elegant guestrooms and suites, with over 73,000 square feet of flexible meeting space. For over 50 years, Fairmont Dallas has been the setting for countless civic, social cultural, convention and corporate events, setting the stage for countless memories.

Job Description

Ensure the successful operation of the catering, conference services and sales function as it relates to service, by coordinating details and menus for clients’ functions.  Anticipate guest needs, and solicitation of business while assisting to control expenditures.  Provide clerical/administrative support for the Catering, Conference Service and Sales Department, including typing, computer input, filing, answering telephones, and printing reports.

·  Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
·  Maintain complete knowledge of correct maintenance and use of equipment.  Use equipment only as intended.
·  Anticipate guests’ needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
·  Maintain positive guest relations at all times.
·  Resolve guest complaints, ensuring guest satisfaction.
·  Monitor and maintain cleanliness, sanitation and organization of assigned work areas.           
·  Maintain knowledge of all Hotel services/features and hours of operation.
·  Maintain complete knowledge in the use of all office equipment, computer and manual systems.
·  Access all functions of a computer. (For example: Outlook, Excel, Word, & Opera or another like system.)
·  Set up workstation with necessary supplies and resource materials; maintain cleanliness throughout shift.
·  Answer telephone within 3 rings, using correct salutations and telephone etiquette.
·  Handle inquiry calls and return calls on a timely basis.
·  Record messages legibly and completely, ensure proper distribution of messages.
·  Make telephone calls to specified individuals as requested by the Director, Catering & Conference Service and Catering/Conference Services Managers.
·  Greet all individuals arriving at offices courteously and assist with their needs.  Contact Managers and inform of client arrivals.
·  Establish and maintain filing system procedures; prepare new client files.
·  Retrieve and distribute departmental mail.
·  Process requests for overnight mail and other delivery/messenger services.
·  Prepare and send faxes; receive and distribute faxes to appropriate personnel.
·  Make photocopies and process as specified.
·  Type correspondence, memos, Banquet Event Orders (B.E.O.’s), Daily Event Sheet, 10-Day Forecast and reports as assigned and distribute according to Hotel standards.
·  Prepare the Daily Event Sheet from the B.E.O.'s and submit to Catering/Conference Services Director for approval before distribution.
·  Process all changes to B.E.O.'s as given by the Catering/Conference Services Director and Managers on a timely basis.
·  Prepare the Weekly Event Sheet according to procedures and distribute to Director, Catering & Conference Services and Managers for verification of information listed.  Type and distribute to specified departments.
·  Attend designated meetings, take minutes, transcribe and distribute.
·  Assist Managers in calling clients for their function guarantee numbers and adhere to departmental policies.
·  Assist Managers in contacting florists and other authorized vendors to coordinate arrangements for functions.
·  Prepare requests for complimentary room reservations when assigned by Managers, following Hotel procedures.
·  Complete and distribute amenity request forms; follow up on any changes.
·  Maintain a current manual on all departmental forms and form letters with instructions.
·  Coordinate service repairs for office equipment, ensuring minimal costs.

Qualifications

·  High school graduate or equivalent vocational training certificate.
·  Fluency in English both verbal and non-verbal.
·  Provide legible communication.
·  Compute basic arithmetic.
·  Knowledge of menu development.
·  Knowledge of accommodating 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 Banquet Event Orders (B.E.O.'s).
·  Knowledge of staffing guidelines/requirements to set-up, turn and breakdown function spaces.
·  Provide legible communication.

Additional Information

What’s in it for you:

·  Paid time off
·  Medical, Dental and Vision Insurance, 401K
·  Complimentary Shift Meal
·  Employee benefit card offering discounted rates in Accor worldwide
·  Learning programs through our Academy designed to sharpen your skills
·  Ability to make a difference through our Corporate Social Responsibility activities, such as Planet 21
·  Career development opportunities with national and international promotion opportunities