Catering Coordinator - Condado Vanderbilt Hotel

The Condado Collection is a collection of hospitality properties in Puerto Rico ranging from classic and modern luxury full-service hotels, to fine dining and entertainment.

The Condado Vanderbilt is the standard of excellence and luxury resort hotels in San Juan and The Caribbean. Originally built in 1919 and restored to its distinguished grandeur, offers unsurpassed cuisine, exquisite rooms and suites, and highly personalized service. We aim to create experiences and inspire journeys not only for our guests, but also our workforce. We are confident that our team members are the key in delivering passionate and authentic hospitality service. Let’s create a collection of memories together!

• Serve as the primary point of contact for clients from the initial inquiry through to event completion.
• Provides exceptional customer service for our high-profile clients, ensuring seamless execution of events and catering functions.
• This role requires a detail-oriented and highly organized individual to coordinate all aspects of catering operations for weddings, corporate meetings, social events, and private functions within a luxury hotel environment. 
• Collaborate with the sales team and event planners to develop customized event proposals and catering menus.
• Coordinate with other hotel departments (e.g., kitchen, housekeeping, front desk) to ensure seamless event execution.
• Coordinate all event logistics, including setup and breakdown times, staffing requirements, and equipment needs.
• Work with external vendors (florists, AV suppliers, entertainers) to ensure the timely delivery of services.
• Make sure that contracts are signed and put into the files prior to the function dates.
• Record advance deposits when guests include signed confirmation letters. Give receipts to guests.
• Update all BEO's upon changes for the kitchen and banquet manager, by issuing status change forms.
• Ensure that engineering, housekeeping, PBX or restaurants receive relevant BEO's by using the BEO's distribution checklist.
• Follow-up to finalize the guaranteed number of attendees for all functions by calling the client (48-72 business hours prior to the function).
• Accumulate lost business and cancellation reports for the month-end report.
• Check and prepare the 10 day catering event sheet before distribution.
• Knowledge of reservations procedures (i.e., room booking and room blocking).
• Maintains master events schedule on Outlook and enters group bookings into the PMS system.
• Responsible for the development and maintenance of all catering databases.
• Ensures the office administration runs smoothly.
• Receives guests in the catering office. Answers all general inquiries more than the voicemail system.
• Processes all incoming and outgoing mail, faxes and couriers, Fed-Ex packages.
• Provides word processing support to Catering Managers for special reports as required.
• Coordinate all credit card authorization forms, rooming list, group details arrivals, direct bill applications.
• Assist the catering managers with scheduling new client visits and, if necessary, assist with travel arrangements.
• Develops and maintains relationships with key clients to produce corporate, group and convention business.
• Follow all company and safety and security policies and procedures; report accidents, injuries, and unsafe work conditions to the manager; and complete safety training and certifications. 
• Develop and maintain positive working relationships with others, support the team to reach common goals.
• Ensure personal appearances are clean and professional, maintain confidentiality of proprietary information.

• Hospitality oriented 
• Hotel experience is a plus.
• Previous sales, administrative and/or customer service experience required
• Prefer knowledge of computer programs: Microsoft Word, Outlook, Excel, PowerPoint, and Opera.
• Strong communication and interpersonal skills, diplomatic, tactful, customer-focused with a professional phone manner and ability to interact professionally with staff, guests, the press, high profile and other external clients.
• Strong organizational and time management skills with proven ability to organize, prioritize and successfully manage multiple and shifting priorities, projects, and deadlines.
• Candidates must display a level of maturity and finesse to work with luxury and exceptionally demanding clients.
• Should work well under pressure, even with minimal supervision.
• Fully bilingual (Spanish/English).

The Condado Collection is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law.