Catering Sales Associate

Job description

The Catering Sales Associate is responsible for booking, managing and overseeing both internal and external events, which include trade shows, weddings, meetings, conferences and more. The Catering Sales Associate will obtain all pertinent information concerning the banquet function which includes room reservations, event details, negotiating costs, catering contracts and following all Seneca Niagara Casino & Hotels policies and procedures pertaining to Catering and Banquets. All duties are to be performed within the guidelines of the Seneca Gaming Corporation’s policies and procedures, Internal Control Standards and objectives. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: 1. Answers incoming phone calls. Greets guests calling in person or by phone in a professional manner. 2. Takes all information from walk-ins and tours. Uses tact and discretion in screening calls, scheduling appointments, providing information and referring callers to appropriate departments or employees. 3. Preparation and Distribution of correspondence of Catering Sales to include but not limited to: BEO's, Welcome, Introduction Letter, Resume Work Sheets, Thank You Letters, etc., as requested by Catering Team. 4. Completion of request forms to include but not limited to: Preparing all Wedding & Banquet menu packets, amenity requests, key requests and other department orders requested by the Catering Team. 5. Ensure follow-up of these department requests 3 days prior to group arrival. 6. Generation & Preparation of Catering Resumes at least 14 days prior to group arrival. 7. Ensures all catering resumes get distributed at least 2 weeks prior to group arrival. Ensuring prior to manager approval that all information is accounted for and accurate. Resume should be grammatically correct and organized in a professional manner. 8. Creates and maintains catering files to include turnover, quick reference guide, necessary dividers and labels as requested by the specific manager in an organized manner. 9. Update the Master BEO files with new/revised BEO’s as they are distributed. Update and Input new menu items and deposits in Amadeus. 10. Orchestrates all Catering Pre-Cons to include: calendar invites, managing the attendance list, setting up the pre-con with appropriate tent cards in the correct places and ensuring the BEO is created and distributed to the proper departments. 11. Produce and distribute weekly reports such as: Daily & Weekly Schedule, Daily Events & BEO Packets, Change Log, Amadeus reports and others as requested by the Director of Catering & Special Events. Ensuring that all reports are inclusive of all necessary information provided by each manager. 12. Taking appropriate lead information and distributing to the appropriate Catering team and following up to insure client contact. Lead catcher for leads in Amadeus, Meeting Broker, Wedding knot etc. 13. Calling on guests within contracted time for guarantees and recording them in change log in Amadeus as well as items per banquet event orders. Recording all deposits with receipts in files. 14. Orders and maintains stock of department’s office supplies and collateral as needed using appropriate systems, staying within Department’s budget. Additionally, ensuring bottled water and site visit supplies are readily available at all times. 15. Responsible for Catering Office equipment maintenance to include printer ink, toner and paper ordered in a timely manner. 16. Responsible for General Office Appearance, files stored appropriately, supply cabinets/closets kept organized in a neat and professional manner. 17. Assists clients and internal/external guests as required in a professional manner. 18. Assists & Prepares & completes all BEO’s for all in-house meeting/events, as well as Entertainment and distributions. Prepares BEO’s as given by the Director of Catering & Special events 19. Servicing catering and sales groups that are assigned. 20. Attends BEO meetings and those pertaining to Catering Sales, F&B Groups and all necessary meetings 21. Participates in special projects as requested by the Directors of Catering & Special Event 22. Have a strong understanding of the philosophy and goals associated with Seneca Niagara Casino and Hotel and the Food and Beverage department and be supportive of them at all times. 23. Assist all other employees in performing their duties whenever required. 24. Be familiar with all check and cashiering procedures. 25. Responsible for entry of all SWS items and purchases. 26. Respond to all clients and guests according to established standards of quality. 27. Relay any guest complaints and/or compliments to manager or supervisor on duty. 28. Adhere to food and beverage policies, procedures, and liquor laws. 29. Be knowledgeable of Seneca Niagara Casino and Hotel’s history as well as the map of the property, location of restrooms and telephones, and hours of operation of stores and restaurants and is able to efficiently handle guest’s inquiries. 30. Maintain full knowledge of restaurant, banquet and beverage menus, and prices. 31. Maintain a current understanding of all policy and guidelines regarding information security including the Seneca Gaming Corporation Acceptable Use Policy. Understand and comply with all information security policies and procedures at all times. 32. Provide exceptional customer service to all patrons and communicate in a pleasant, friendly and professional manner at all times. Maintain a professional work environment with supervisors, managers and staff. 33. Meet the attendance guidelines of the job and adhere to regulatory, departmental and company policies. 34. Must complete all required SGC Training programs within nine (9) months from commencement of employment. 35. Duties, responsibilities, requirements and expectations pertaining to this job are subject to change as needed. Hours are determined by a 24-hour schedule. QUALIFICATIONS/REQUIREMENTS: 1. Must have outgoing, friendly personality and a cheerful accommodating disposition. Education/Experience: 1. Must be 18 years of age or older upon employment. 2. High School Diploma or its equivalent required. 3. Minimum three (3) years in the field of food and beverage involving fine dining, catering and banquets; minimum two (2) years outside sales experience. 4. Excellent interpersonal, customer service, communication, coaching, team building and problem solving skills required. 5. Must possess general knowledge of all phases of full service dining and food and beverage service procedures. 6. Must be able to evaluate statistical reports and other business reports. 7. Must be computer literate, including broad knowledge of all Microsoft office applications as well as SWS knowledge and banquet/conference/catering software. Amadeus Delphi System and Amadeus Diagrams preferred. 8. Must be available weekdays/nights, weekends and some holidays Language Skills and Reasoning Ability: 1. Must possess excellent communication skills. 2. Ability to write routine correspondence and to speak effectively to the public, employees and customers. 3. Must have the ability to deal effectively and interact well with the customers and employees. 4. Must have the ability to resolve problems/conflicts in a diplomatic and tactful manner. Physical Requirements and Work Environment: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. When on the casino floor, the noise levels increase to loud. Must be able to work in an environment where smoking is permitted. 1. Must be able to stand, walk, and move through all areas of the banquet for a lengthy period of time. 2. Maintain physical stamina and proper mental attitude to work under pressure in a fast-paced, casino environment and effectively deal with customers, management, employees, and members of the business community in all situations. 3. Must be able to assist with special needs of customers (i.e. helping the elderly from their chair). itics, marital status, physical disability, age or sexual orientation. Salary Starting Rate: $16.16 Compensation is negotiable based on experience and education. Each position has varying minimum qualifications. In the absence of fully qualified candidates, some requirements may be waived.