Conference Services & Catering Coordinator

Discover the essence of Maui at Fairmont Kea Lani, Hawai‘i’s only all-suite and villa luxury resort.  Nestled on the pristine white sands of Wailea’s Polo Beach, this award-winning oceanfront paradise defines quintessential Hawaiian luxury with a state-of-the-art spa, island inspired cuisine and authentic cultural experiences. 

From full-moon staff hikes and beach clean-ups to appreciation luncheons and birthday holidays, our team provides endless opportunities to learn and grow in both your personal and professional development. Live and work in a place you love!

What is in it for you:

• Comprehensive benefits package (Medical, Vision and Dental) including extended benefits like; Basic insurance, TDI and Long-Term Disability for regular Full-time and Part-time employees 
• 401(k)
• One complimentary duty meal for all employees that work more than 6 hours per shift
• Food & Beverage discount at Fairmont Kea Lani (venue specific and discount may vary)
• Wellness Offerings
• Employee benefit card offering discounted rates in Accor worldwide
• Learning programs through our Academies
• Opportunity to develop your talent and grow within your property and across the world!
• Ability to make a difference through our Corporate Social Responsibility activities

We are home to events that matter where you take care of the little things and the big things where Conference Services & Catering (CSC) is involved.  Your organizational skills and attention to detail will be well-utilized as you assist the Director of Conference Services & Catering with the daily administrative tasks for the department

Hourly Rate:  $29.88

What you will be doing:

• Act as departmental liaison with internal & external customers, in absence of Managers or Director
• Assist callers regarding inquiries and change requests
• Effectively respond to general inquiries and direct/handle them appropriately
• General Document production and distribution; to include but not limited to – contracts, amenity requests, turnover letters, BEO’s, pre-convention booklets, group resumes and daily reports
• General activities; to include but not limited to – processing deposit checks, faxing and retrieving  departmental documents, mailing outbound materials, checking inbound mailboxes, monitoring VIPs, implementing cut off dates, mail runs and creating booking files and purchase orders
• Organize catering and/or convention booking files from date of departure, and maintain accurate activities within files consistently.
• Assist CSC Managers in obtaining/confirming event-related information (to include, but not limited to meeting specifications, audio visual needs, rooming lists, technical needs, exhibit needs, food and beverage requirements, etc) with client, organize/distribute group resumes, conference agendas, event orders and floorplans to all operating partners accurately, and in a timely manner.
• Handle internal events and block space efficiently, to allow for revenue generation maximization while addressing internal needs
• Establish and maintain rapport with clients, prior to, during and post conference, exceeding their expectations and encouraging repeat business.
• Update menus in Opera System as needed.
• Compile completed amenity request forms for CSC guests and distribute to In-Suite Dining.
• Prepare deposit invoice for clients and obtain managers approval
• Manage function room keys for Meeting Planner.  Ensure function rooms are properly keyed and manage inventory of keys with Meeting Planner. 
• Collaborate with Accounting Department to ensure accurate labor forecasting for the kitchen and banquet teams

Your experience and skills include:

• One year administrative assistant experience in the hospitality industry
• Previous experience within luxury market, in similar or related role, preferred
• High School diploma (or equivalent) and/or vocational training
• Post-secondary education in Hospitality Management would be an asset
• Requires good communication skills, both verbal and written
• Must be able to read and write to facilitate the communication process
• Must be service oriented and capable of communicating effectively with persons involved in all levels of authority, both internally and externally
• Must possess basic computational ability
• Must possess computer skills, including, but not limited to, Microsoft Word, Excel, PowerPoint and e-mail functions
• Must be able to multi-task and be detail-oriented in a fast paced, high volume environment
• Must have ability to work independently and to prioritize or seek clarification in prioritizing work assignments
• Maintain a professional working environment and attitude

All Candidates must be in possession of identification proving authorization to work in the United States as defined in the Immigration Reform and Control Act of 1986 (IRCA). This Position does not offer sponsorship of Work Visas. Resumes submitted that cannot fulfill these requirements will not be considered.

Our commitment to Diversity & Inclusion:
We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.

Join our ‘ohana today:  Visit our website to learn more about living and working for Fairmont Hawai’i.  www.fairmonthawaiijobs.com

Why work for Accor?  Discover a world where life pulses with passion!​

Join the Accor Group, an ecosystem of over 45 brands, 5,600 hotels, 10,000 restaurants and lifestyle places, that welcome you.  With us, your personality is valued, your opportunities for growth know no boundaries.  Every action you take has a positive and memorable impact on the experience of our customers, your colleagues, and also, on the planet, contributing to pioneering the art of responsible hospitality.

Hospitality is a work of heart! #fairmontcareers #alwayskealani