Catering Sales Coordinator, John B.Hynes Veterans Memorial Convention Center

The main responsibility of the Catering Sales Coordinator at the John B.Hynes Veterans Memorial Convention Center is to perform a wide range of administrative, and to facilitate the efficient operation of the sales department.

Essential Duties and Responsibilities:

• Distribute all function sheets to the appropriate departments and all sales managers. All function sheets will have a time/date stamp, along with the sales coordinator initials before being distributed.
• Function sheets occurring within a 24 hour time frame will be hand delivered and/or faxed to the appropriate departments
• Compile all correspondence (i.e. contracts, catering agreements, credit card information, etc.) and forward to the appropriate sales manager to review for accuracy. 
• Email catering agreement and beos to client(s)
• Provide the accounting department with copies of credit card information and signed catering agreements in its perspective folder.
• Responsible for closing out each show, acquiring the invoices from accounting within 7 business days after the last date of the show, sending the information to our internal clients, and filing the show files in the file room within the 5 day time frame.
• Responsible for obtaining from either Banquet admin/Catering Staff all functions sheets from previous day of event that include food, items, labor charges, actual number served changes the will impact pricing. All changes need to be made in Reserve and given to Accounts Receivable no later than 10:00 AM that day.
• Keeping the main event files up to date with the most updated information daily (i.e. BEOs, signed catering agreements, credit card information, email correspondences, etc.)
• Informing each sales manager of missing information needed to complete their files prior to show days via email/face to face contact (for tracking purposes)
• Assist on show days with client phone calls, pop ups, requested changes, service desk coverage, etc.
• Enter all pop ups as provided from the Catering Staff; process payment prior to submitting order as well as ensure all parties are aware of the pop-up by faxing or emailing BEO to operational departments.
• Maintain clean and organized file room
• Manages Service Desk during Large Trade Shows
• Addresses customers’ on-site needs and complaints
• Has strong attention to detail
• Builds and maintains strong relationships with clients, guests, subcontractors, not-for profits and Levy team members
• Initiates contact with clients to secure their food and beverage selections in advance of event dates
• Communicates client's needs through timely and detailed written and verbal communication to ensure internal understanding/compliance and external guest's expectation of services