Conference Services and Catering Coordinator (Full-Time )

Located in the heart of Canada's capital next door to the Parliament Buildings, the landmark Fairmont Chateau Laurier hotel in Ottawa is looking to fill a role of Conference Services and Catering Coordinator.                  

What is in it for you:

• Wonderful company culture - our colleagues are at the heart of all that we do
• Food & Beverage discount of 50% in our restaurants
• Employee benefit card offering discounted rates in Accor worldwide for you and your family
• Learning programs through our academies designed to sharpen your skills
• Ability to make a difference through our Corporate Social Responsibility activities, like Planet 21
• Comprehensive extended health benefits package

Reporting to the Director of Conference Services and/or Assistant Director of Catering, the Conference Services & Catering Coordinator supports the efforts of the Conference Services & Catering team in their roles of securing and planning new and repeat business. In this role, the coordinator will be responsible for the following:  

• Perform administrative tasks to support the conference services & catering team including preparing and distributing contracts, letters, payments, banquet event orders (BEOs), setup plans, personalized amenities, and event resumes.
• Initiate the event services booking process for internal and external events by creating accounts, bookings, establishing departmental files, generating BEOs, and providing timely notification of changes to the appropriate departments.
• Book internal hotel events and prepare BEOs as directed.
• Coordinate with food and beverage vendors, kitchen staff, banquet teams, and event staff to ensure the seamless execution of catering orders.
• Act as the departmental liaison with guests in the absence of the Director and Catering/Event Managers.
• Serve as the primary point of contact for event-related questions, ensuring clear communication and expectations.
• Provide updates and ensure client satisfaction with all aspects of conference services & catering services.
• Prepare conference group grids for rooming lists to be sent to reservations for inputting
• Assist with Group Pick-up reports, Rooming Lists, event order detailing, and group resumes
• Establish and maintain necessary procedures to ensure all operational departments are fully informed, through daily distribution and change logs, prompt communication of  last minute changes.
• Prepare and distribute event detail reports: such as daily and weekly events, Watson report and any additional reports needed for the operational teams.  
• Oversee mail distribution and other administrative duties such as lobby board postings, daily signage, preparing weekly agendas and minutes, handling purchase orders, and photocopying
• Effectively respond to general inquiries via telephone, email, and in person, directing them appropriately.
• Assist in the collection of conference and event deposits through secure payment methods, maintaining accurate tracking of deposits for the team.
• Maintain accurate records of Catering and Conference Services contracts, bookings, invoices, and client communications
• Complete tasks with strong attention to detail, proactively seeking clarification when unsure to ensure accuracy and quality.
• Identify tasks and opportunities independently, taking initiative and action without waiting for direction.
• Demonstrate a willingness to learn and adapt to new challenges and responsibilities.
• Exhibit accountability and ownership in your role, consistently delivering results and meeting expectations.
• Perform other duties and projects as assigned.

• Previous administrative experience is required.
• Bilingual in both official languages is an asset.
• Excellent computer skills with proficiency in Word, Excel, and Outlook.
• Opera experience is an asset.
• Knowledge of standard sales practices and contract negotiations is an asset.
• Experience and understanding of the meetings industry is an asset.
• Ability to organize files and office systems efficiently.
• Must be able to work independently and maintain a positive attitude within a very busy environment.
• Ability to multi-task and take directions from numerous sources.
• Ability to prioritize, maintain control over workloads, and perform well under pressure.
• Excellent interpersonal and communication skills, both written and verbal.
• Outstanding attention to detail and a tenacious pursuit of excellence.
• Professional appearance and demeanor, with a professional telephone manner.
• Must be a proven team player who is motivated and can take initiative.
• Possess a profound desire to exceed expectations and continuously strive for excellence in all tasks and responsibilities.
• Must be flexible with hours of work.
• Strong desire to succeed and learn.

Fairmont Château Laurier is proud to provide employment accommodation during the recruitment process. Should you require any accommodations, please notify us.

Our commitment to Diversity & Inclusion:

We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.

Why work for Accor?

We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities.

By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit https://careers.accor.com/

Do what you love, care for the world, dare to challenge the status quo! #BELIMITLESS