Catering Coordinator

Department: Sales and Catering
Position: Catering and Meeting Coordinator Crowne Plaza Annapolis 
Reports To: Director of Sales and Catering

Email Tereza Wall, twall@crowneannapolis.com 

Position Summary:
The Catering Coordinator at Crowne Plaza is responsible for planning, coordinating, and executing all aspects of events and conventions hosted at the hotel. This role requires a highly organized and detail-oriented individual with exceptional communication and leadership skills. The Catering Coordinator will work closely with clients, vendors, and hotel departments to ensure the seamless execution of events, providing outstanding service and ensuring guest satisfaction.

Key Responsibilities:
• Event Planning and Coordination:
o Serve as the primary point of contact for clients from the turnover process through the completion of the event.
o Collaborate with clients to understand their needs and preferences, providing expert guidance on event logistics, layouts, menus, and schedules.
o Develop detailed event plans, timelines, and floor plans to ensure all aspects of the event are executed according to client specifications.
o Perform any other duties requested by the Director of Sales and Hotel Management.

• Vendor and Staff Management:
o Conducts weekly BEO meetings with the operations staff
o Create and route group resumes to all internal departments
o Coordinate with internal departments (e.g., catering, banquet, audiovisual, housekeeping, Front desk) and external vendors to ensure all event components are in place
o Oversee timely execution of all event details to the proper departments through the BEO, banquet check and resume processes

• Client Relationship Management:
o Conduct site visits and walkthroughs with clients, providing personalized attention and addressing any questions or concerns.
o Build and maintain strong relationships with clients, ensuring their needs and expectations are met and exceeded.
o Meet & greet each event or group contact at the beginning of the event.
o Solicit client feedback post-event to identify areas for improvement and enhance future service offerings and keep our supervisor abreast of the issues.

• Budget and Financial Management:
o Prepare detailed cost estimates and proposals for clients, ensuring transparency and accuracy.
o Monitor event budgets, track expenses, and ensure all financial aspects of events are managed effectively.
o Negotiate contracts with vendors and service providers to secure the best possible rates while maintaining quality.
o Review daily postings of charges to the master accounts of clients, resolve any discrepancies and process any adjustments with accounting. Final bill review before sending to the client.
• Quality Control and Compliance:
o Ensure all events are executed in compliance with hotel standards and
industry regulations.
o Conduct regular inspections of event spaces to ensure they meet the client’s wants, needs, expectations, cleanliness and safety standards.
o Address and resolve any issues or challenges that arise during events, ensuring minimal disruption and maintaining guest satisfaction.

• Marketing and Sales Support:
o Collaborate with the Sales and Marketing team to promote the hotel’s event and convention services.
o Strong organizational and multitasking skills, with the ability to manage multiple events simultaneously.
o Excellent communication and interpersonal skills.
o Detail-oriented with a strong focus on quality and client satisfaction.
o Ability to remain calm and composed under pressure.
o Proficiency in event management software and Microsoft Office Suite.

Physical Requirements:
• Ability to stand, walk, and move around for extended periods.
• Flexibility to work irregular hours, including evenings, weekends, and holidays