Job description
Description
The Dining Coordinator works with large transient dining events, primarily those of eight guests or more, for non-banquet/catering venues, taverns, and restaurants on all aspects of dining planning. Serves as the primary contact between clients and Colonial Williamsburg operations to ensure smooth execution of all functions in support of dining activities and special events. May serve as liaison for special events and dining functions including greeting clients at venue and introducing management team members to ensure a seamless dining experience for our guests.
Essential Functions:
- Communicates with clients on a timely, friendly, and professional basis. Serves as primary contact between applicable dining planners and CW up to a year in advance and assists in planning dining programs.
- Works directly with Call Center leadership team to communicate all dining updates in a timely manner. Identifies any dining pinch points and assist with strategy to address demand gaps for hotel guests.
- Trains and is a resource to Hospitality employees on various policy/procedure when appropriate.
- Responsible for processing transient group reservations and dining requests by inputting data into Opera Property Management and Open Table systems.
- Coordinates all Special Event and holiday dining functions. Administers Open Table, maximizes space, and facilitates marketing pick up reports. Communicates with marketing on target direct marketing efforts to strive to achieve full capacity for each event.
- Monitors the use of contracted restaurant/tavern space to maximize profit and efficiency. Complete knowledge base of all Restaurant/Tavern services, features, hours of operations and complies with departmental standards, policies and procedures.
- When applicable, plans, upsells and details the program with the client including verification and modification of space requirements, times, menus, decorations, etc. Ensures that the requests do not interfere with the educational mission of the organization. Prepares appropriate paperwork to ensure quality service.
- Negotiates contracts and ensures that all information (food and beverage business, dining room rental and after dinner activities) for the function is accurate, timely and entered onto BEO, prepares and distributes BEO's to the management team. Develops systems and procedures to inform management team of popup functions. Prepares invoices for room rental, pre-payments, deposits and tracks payment records.
- Manage function details and related activities to ensure that program requirements satisfied. Anticipate and handle customer complaints and/or problems to ensure quality product delivery, customer satisfaction and repeat business.
- Operates within a team concept; willingness to cover for others as needed while meeting individual performance goals.
- Performs special projects and other responsibilities as required.
Required and Preferred Education and Experience:
Required: Two or four year degree in hotel or business related studies or three to five years’ experience with increasing responsibilities in hotel or hospitality related fields. Must be willing to work evenings, weekends, and occasional holidays as required.
Preferred: Proven knowledge of Colonial Williamsburg systems (OPERA, Open Table, Visual One). In-depth knowledge of Colonial Williamsburg food and beverage operations to include preparation, presentation, catering services, and costing is a PLUS.
Qualifications:
- Ability to demonstrate a high level of hospitality and courtesy.
- Ability to answer a broad range of general questions about Colonial Williamsburg quickly and accurately.
- Ability to work with the public, employees and co-workers with tact, courtesy and patience in stressful situations.
- Ability to handle multiple projects simultaneously
- Ability to solve problems and make educated and sound business decisions.
- Ability to work independently and adapt to changing work priorities.
- Ability to communicate effectively, orally and in writing.
- Ability to perform task with strong accuracy and attention to detail.
- Excellent organizational skills.
- Working knowledge of computer hardware and software applications
- Proficiency in Microsoft Office suite- will use Outlook, Word and Excel constantly.
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