Catering Events Coordinator

The Portofino Hotel is a distinguished establishment renowned for providing exceptional hospitality services. As a full-service hotel, the Portofino combines luxurious accommodations with dedicated attention to client needs, making it a preferred venue for both business and leisure travelers. The hotel prides itself on maintaining high standards in customer service, amenities, and a comprehensive range of facilities that cater to diverse guest requirements. Situated in a prime location, the hotel also hosts various events and functions, supported by a highly capable sales and catering department committed to seamless service delivery and client satisfaction.

Within the Portofino Hotel, the role of the Catering Administrative Assistant is integral to the smooth operation of the Sales and Catering Department. This position provides comprehensive administrative support to two key principals, enabling efficient departmental processes and client interactions. The Catering Administrative Assistant is responsible for composing, typing, and editing all correspondence, managing appointment schedules, and developing follow-up task systems. They ensure timely and accurate filing, computer input, and record keeping which includes maintaining departmental reports and logs.

The position demands strong attention to detail, excellent verbal and written communication skills, and the ability to foster and sustain positive relationships with the hotel’s clients and internal departments. Responsibilities extend to coordinating and scheduling meetings, preparing necessary documents, managing travel arrangements, and handling inquiries promptly and professionally. Additionally, this individual maintains knowledge and compliance with hotel policies, service standards, and uses office equipment proficiently to support departmental tasks effectively.

Key duties also involve managing special group events such as those for BaleenLosAngeles by sending menus, processing booking requests, and generating necessary paperwork including Banquet Event Orders (B.E.O.s) and specialty menus. Meticulous handling of daily activities is emphasized through the preparation and distribution of critical documents like daily event sheets, daily change sheets, and 10-day forecasts. The role requires the ability to multitask, handling supply inventory, maintaining cleanliness and organization of workspaces, and demonstrating exceptional customer service by anticipating guest needs and maintaining positive guest relations at all times.

The Catering Administrative Assistant works closely with Catering Directors and Sales Managers, facilitating communication and ensuring that all inquiries and requests are addressed efficiently. Professional telephone etiquette is a must, ensuring calls are answered promptly and directed appropriately with accurate message taking and distribution. The position demands a cooperative spirit and active participation in both hotel and departmental functions, contributing to the overall positive environment of the sales and catering division.

This employment opportunity is ideal for an organized, detail-oriented individual who is skilled in Microsoft Office products (Excel, PowerPoint, Word, Outlook), familiar with Delphi software, and can type at least 40 words per minute accurately. A minimum of a high school diploma is required, with a two-year degree or related experience preferred. This role offers a challenging yet rewarding work environment within a prestigious hotel setting where administrative support plays a vital role in client satisfaction and departmental effectiveness.