Catering and Sales Coordinator

Location

Reflecting the past, present and future of our vibrant Kentucky town and inspired by the city’s rich history and authentic character, the Omni Louisville transforms one of the city’s most significant urban blocks into a unique and vibrant mixed-use environment offering hotel guests, residents and locals a chance to connect and enjoy the best of a great city.

The hotel is a prominent landmark against the Louisville skyline, glistening during the day and glowing at night, with the iconic glassy ends of the 612 room hotel. The hotel pool and rooftop bar, designed for seamless indoor and outdoor integration, allows guests to rest, relax and socialize with downtown Louisville as the backdrop. The essence of Louisville is woven throughout with interior design blends elements of the city’s heritage, culture and character, felt everywhere from the hotel restaurants to a featured bourbon bar to the hotel’s Speakeasy and bowling alley.

Guests can also enjoy a dynamic 20,000 square foot urban food hall and market connected to the lobby of the hotel. Transforming Liberty Street into a pedestrian thoroughfare, the market serves as a community gateway for hotel guests and locals alike, inviting the neighborhood in with the smells of freshly brewed Heine Brothers’ coffee, baked bread, and smoked barbeque.

Job Description

Handles all administrative duties required by Catering/Convention Services Divisions in order to provide superior services to our guests.

Responsibilities

• Works with the DOCCS with schedules and assists in prioritizing workload to meet deadlines of all managers.
• Types and distributes all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers.  Ensures that all correspondence is 100% accurate.
• Assists in the Contract Turnover process and checks contracts, space and FDC bookings to ensure accuracy and they match.
• Assists team with creating PM accounts and sending MyCheck links; tracks all credit card authorizations to ensure they have been paid and have not expired.
• Maintains reader files.
• Maintains account files and ensures that all information is included in file, i.e. post-convention reports, letters, other contractual documents, etc.
• Checks own mailbox in the morning and afternoon.
• Answers calls to sales office by third ring.
• Ensures that all managers receive messages in a timely manner. (Messages to include name and phone, group or company name, number of caller, date and time call received.)
• Helps in entering group information (sites, resumes) in FDC.
• Enters work orders in Synergy as directed by managers.
• Assists managers as needed.
• Gathers materials and mails packages to clients as necessary.
• Takes detailed inquiry leads and submits to appropriate manager.
• Assists with amenities for VIP clients and processes paperwork (amenity card, receipt signature from Room Service.)
• Processes outgoing mail.
• Covers for reception during lunch
• Takes minutes at committee/assistant meetings as directed.
• Participates in schedule rotation for late coverage on days the office closes early.
• Other duties as assigned.

Qualifications

• Must be able to work alone as well as work well with others.
• Must have good communication skills.
• Must be extremely computer savvy (Microsoft Word, Outlook, Excel).
• Previous knowledge of Delphi, Opera and Synergy preferred.
• Must have good organizational skills.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster and its supplement are available using the following links: EEOC is the Law Poster and the following link is the OFCCP's Pay Transparency Nondiscrimination policy statement If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to applicationassistance@omnihotels.com.