The Sheraton Palo Alto
Sales/Catering/Banquet Coordinator ($28/hr - $33/hr)
The Sheraton Palo Alto, Palo Alto, California, United States, 94306
The Sales/Catering/Banquet Coordinator provides sales and event related administrative support services and details event space bookings. Maintains office organizational system, proactively keeping ahead of workflow. Responsible for the coordination and planning for a successful experience, directly with clients, once booked, and for coordinating the details with the hotel team internally.
DUTIES AND RESPONSIBILITIES Sales/Catering Coordinate with customers on due dates for rooming lists, cut off dates, BEO’s, contracts, etc to ensure all deadlines are met. Create and distribute group resumes to all departments. Provide each department with the necessary information in regards to special requests, VIP packages, set‑up, services needed, and billing procedures. Handle Sales and Catering phone calls, inquiries, and correspondence in a professional manner. Promote hotel services, facilities and anticipate guest’s needs to promote higher guest satisfaction. Responsible for applying BonVoy points for Groups that have departed. Maintain booking files and ensure all information is included, turnover checklist, deposits, contracts etc. Enter conference space, blocks of rooms in CI/TY and individual reservations in Lightspeed. Complete company and brand trainings and any required meetings requested by Director of Sales. Demonstrate brand standards, behaviors, hallmarks and mandates. Coordinating VIP amenity requests, VIP pre arrival needs and gift certificates. Be able to conduct site tours with clients, when needed. Other duties as assigned, based on current business levels.
Banquets Distribution of documents for internal meetings, such as Banquet Event Order review and Resume review. Help facilitate BEO meetings with the team. Assist with signage for in house groups. Assist where necessary to ensure optimum service to guests. Helps to manage banquet and meeting space for assigned groups. Communicate service needs throughout the event. Help maintain banquet inventory by requesting supplies as needed. Help to coordinate AV equipment and other technical needs. Help execute banquet event orders and service delivery according to guest expectations and banquet event order. Help conduct pre‑function meetings and review all information pertinent to the service and set‑up/clean‑up of groups. Inspect scheduled function areas/rooms, table set‑ups, bar set‑ups, buffet tables, receptions and coffee breaks for cleanliness, presentation and proper layout.
Interpersonal Relationships Develop relationships with associates, community and guests to build loyalty and trust. Guest oriented with a sincere, helpful, caring and friendly personality. Has exceptional energy, flexibility and professionalism. Has strong communication skills (verbal, listening & writing). Practice time management, is goal orientated and has the ability to multitask to meet deadlines.
Financials Review all banquet revenues on a daily basis for accuracy.
WORKING ENVIRONMENT The hotel is in a public business atmosphere which varies temperature based indoor and outdoor climate. The nature of this job is primarily indoors but may require to be outdoors based on business needs.
EDUCATION A.A., B.S, M.S/M.A. Degrees or Certifications in Business Management, Sales, Marketing, Catering, Wedding Planning or Hospitality encouraged.
WORK EXPERIENCE Minimum 2 years of Catering Assistant experience in a hotel.
Knowledge Know basic accounting such as addition, subtraction, division in order to calculate sales volumes, percentages, discounts etc. Understand hotel function, know guest/group profiles, and know business demand in the area and local hotel competitors. Possess computer knowledge beyond basics, typing, composing e‑mails, use of Microsoft Office (Word, Excel and Power Point) and Adobe.
Skills Strong business communication skills both verbal and written in English . Strong presentation abilities in front of individual, small or large groups. Have the skill to manage multiple projects and tasks at a time, maintain focus and structure, and know how to prioritize. Have the skill to resolve conflicts with ease and professionalism to ensure maximum guest and associate satisfaction.
Abilities Able to immediately engage and connect with guests and associates, smile often, establish relationships to develop loyalty and achieve both associate and guest satisfaction goals. Ability to maintain consistent positive energy, self‑motivation, and passion for hospitality. Ability to keep hotel sensitive information confidential such as guest/group information, hotel financial information etc. Ability to learn new software and computer systems. Ability to easily adapt to constant change, pressure, and deadlines and remain composed and focused.
PHYSICAL REQUIREMENTS Sit and or move for prolonged periods of time for 8+ hours. Ability to walk around the hotel, up and down stairs, stoop, kneel, push/pull and lift as necessary up to 10 lbs.
BUSINESS ATTIRE To present a professional and business image to guests, associates and public we ask that all associates follow PHM’s dress and grooming standards available in the PHM Handbook on page 16.
PREFERRED QUALIFICATIONS Knowledge of CI/Marriott Sales or similar sales database systems.
The
Sheraton Hotel, Palo Alto (a Pacific Hotel Management Hotel), functions 7 days a week, 24 hours a day. All associates must acknowledge and understand this fact and be aware that at times it may be necessary to move an associate from their accustomed shift as business dictates.
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DUTIES AND RESPONSIBILITIES Sales/Catering Coordinate with customers on due dates for rooming lists, cut off dates, BEO’s, contracts, etc to ensure all deadlines are met. Create and distribute group resumes to all departments. Provide each department with the necessary information in regards to special requests, VIP packages, set‑up, services needed, and billing procedures. Handle Sales and Catering phone calls, inquiries, and correspondence in a professional manner. Promote hotel services, facilities and anticipate guest’s needs to promote higher guest satisfaction. Responsible for applying BonVoy points for Groups that have departed. Maintain booking files and ensure all information is included, turnover checklist, deposits, contracts etc. Enter conference space, blocks of rooms in CI/TY and individual reservations in Lightspeed. Complete company and brand trainings and any required meetings requested by Director of Sales. Demonstrate brand standards, behaviors, hallmarks and mandates. Coordinating VIP amenity requests, VIP pre arrival needs and gift certificates. Be able to conduct site tours with clients, when needed. Other duties as assigned, based on current business levels.
Banquets Distribution of documents for internal meetings, such as Banquet Event Order review and Resume review. Help facilitate BEO meetings with the team. Assist with signage for in house groups. Assist where necessary to ensure optimum service to guests. Helps to manage banquet and meeting space for assigned groups. Communicate service needs throughout the event. Help maintain banquet inventory by requesting supplies as needed. Help to coordinate AV equipment and other technical needs. Help execute banquet event orders and service delivery according to guest expectations and banquet event order. Help conduct pre‑function meetings and review all information pertinent to the service and set‑up/clean‑up of groups. Inspect scheduled function areas/rooms, table set‑ups, bar set‑ups, buffet tables, receptions and coffee breaks for cleanliness, presentation and proper layout.
Interpersonal Relationships Develop relationships with associates, community and guests to build loyalty and trust. Guest oriented with a sincere, helpful, caring and friendly personality. Has exceptional energy, flexibility and professionalism. Has strong communication skills (verbal, listening & writing). Practice time management, is goal orientated and has the ability to multitask to meet deadlines.
Financials Review all banquet revenues on a daily basis for accuracy.
WORKING ENVIRONMENT The hotel is in a public business atmosphere which varies temperature based indoor and outdoor climate. The nature of this job is primarily indoors but may require to be outdoors based on business needs.
EDUCATION A.A., B.S, M.S/M.A. Degrees or Certifications in Business Management, Sales, Marketing, Catering, Wedding Planning or Hospitality encouraged.
WORK EXPERIENCE Minimum 2 years of Catering Assistant experience in a hotel.
Knowledge Know basic accounting such as addition, subtraction, division in order to calculate sales volumes, percentages, discounts etc. Understand hotel function, know guest/group profiles, and know business demand in the area and local hotel competitors. Possess computer knowledge beyond basics, typing, composing e‑mails, use of Microsoft Office (Word, Excel and Power Point) and Adobe.
Skills Strong business communication skills both verbal and written in English . Strong presentation abilities in front of individual, small or large groups. Have the skill to manage multiple projects and tasks at a time, maintain focus and structure, and know how to prioritize. Have the skill to resolve conflicts with ease and professionalism to ensure maximum guest and associate satisfaction.
Abilities Able to immediately engage and connect with guests and associates, smile often, establish relationships to develop loyalty and achieve both associate and guest satisfaction goals. Ability to maintain consistent positive energy, self‑motivation, and passion for hospitality. Ability to keep hotel sensitive information confidential such as guest/group information, hotel financial information etc. Ability to learn new software and computer systems. Ability to easily adapt to constant change, pressure, and deadlines and remain composed and focused.
PHYSICAL REQUIREMENTS Sit and or move for prolonged periods of time for 8+ hours. Ability to walk around the hotel, up and down stairs, stoop, kneel, push/pull and lift as necessary up to 10 lbs.
BUSINESS ATTIRE To present a professional and business image to guests, associates and public we ask that all associates follow PHM’s dress and grooming standards available in the PHM Handbook on page 16.
PREFERRED QUALIFICATIONS Knowledge of CI/Marriott Sales or similar sales database systems.
The
Sheraton Hotel, Palo Alto (a Pacific Hotel Management Hotel), functions 7 days a week, 24 hours a day. All associates must acknowledge and understand this fact and be aware that at times it may be necessary to move an associate from their accustomed shift as business dictates.
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