Catering and Events Coordinator

Ocean House Collection

Catering & Event Coordinator

A Collection Unlike Any Other

The Ocean House Collections includes 3 luxury properties. 

The Ocean House is a Forbes 5-Star property featuring 49 luxury guest rooms, 20 signature suites. The Cottage Collection includes 10 privately owned vacation homes. The Ocean & Harvest Spa is a 12,000 square foot Forbes Travel Guide 5 Star rated full-service health wellness spa. Over 10,000 square feet of indoor and outdoor meeting space. Up to 8 unique dining options during summer season including Coast, a Forbes Travel Guide 5 Star rated fine dining experience.

The Weekapaug Inn offers quintessentially New England accommodations that effortlessly combine casual comfort and luxurious furnishings. The Inn features 31 unique guest rooms and 4 two-bedroom signature suites. Farm-to-table dining utilizes the finest and freshest locally sourced ingredients, and inspired amenities and resort activities are designed to create extraordinary guest experiences. 

The Watch Hill Inn established in 1845, Watch Hill Inn carries with it a unique history marked by fame, natural disasters and, among all, resilience. Chic, minimalist decor intertwines with cutting edge technology like complimentary Apple TV, Netflix and an in-room iPad program that allows guests to order food and services to their door with the touch of a button. The Inn features 21 suite style accommodations with unrestricted access to dining, amenities, and resort activities at both Ocean House and Weekapaug Inn.

Scope of Position

Responsibilities include supporting team members, managing all incoming calls and leads, preparing proposals, estimates, contracts, and collateral, and ensuring client communication and documents meet hotel standards. The position assists with in-house resort events, membership communications, coordinates entertainment, music, and décor, and contributes to the monthly Resort Activity Calendar. Additional duties include assisting the catering leaders with day to day duties and tasks.

Hourly Staff Schedule Requirements

All employees are kindly asked to understand that the property operation is 24 hours a day 7 days a week, inclusive of all holidays. While the company will make every attempt to create a work and life balance, all hourly paid team members may be asked to work extended shifts and additional days based on business demands. The busiest of days during the season (Memorial Day through Columbus Day) are the weekend days from Friday through Sunday and on holiday weekends that are celebrated on Mondays, this can include Mondays. All seasonal staff must be aware and able to work all weekends; requesting time off for a holiday weekend may not and will likely not be granted. The more flexible you are the more you can learn, grow, earn.

Schedule Requirements

The operation is 24 hours a day 7 days a week, inclusive of all holidays.

Key Relationships

Internal: This position reports directly to the Director of Catering & Events

External: Has regular contact with the company’s suppliers and vendors, social and group clients, prospective clients, guests, members, and residences owners. Maintains appropriate relationships with these and other constituencies to enhance the image of the Company and the attainment of its objectives.

Key Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Five day work week with a minimum of 40 hours per week is required with changing days off as deemed necessary for the smooth operation of the department to ensure that there is appropriate coverage (7) days a week by a member of the Catering Department to complete the necessary tasks
• Aids and support to colleagues on the catering team.
• Answering all incoming telephone calls for Catering and appropriately responding to the inquiries in a timely manner as well as insuring that no telephone call goes without a same day response and acknowledgement of the call
• Qualifying and documenting incoming Catering leads and providing the necessary information to begin the sales process
• Creates proposals, estimates and contracts for assigned leads. Ensure all documents sent to clients are error free and follow hotel standards.
• Oversees and coordinates all the details for in-house resort events. 
• Assist with Membership communication including emailing, phone calls, eblasts, billing, applications and membership packets. 
• Compiling the requested collateral and packaging and sending out the information expeditiously
• Creating Catering Contracts and processing incoming Contracts along with distributing the necessary information to the affected departments
• Assist in the publication of the monthly Resort Activity Calendar ensuring that all in-house events are included.
• Book all music and entertainment programming for the Resort venues, handle arrangements regarding travel, housing, and contract negotiations for the entertainers. Work in conjunction with the Resort florist on weekly and monthly and holiday decoration.
• Assisting with the creation of Banquet Event Orders and the distribution on the appropriate date to all departments
• Assisting with the creation of the Group Summary Reports and the distribution on the appropriate date to all departments
• Reviewing the Final Billing with Accounting for accuracy before sending the final bill to our clients
• Assisting and monitoring the protection of space being held for events and ensuring the space is cleared when not needed to maximize full use of all function and event space
• Assisting with Site Tours for potential clients as well as clients on property reviewing space for upcoming programs and events
• Assisting with the creation of the necessary reports needed on a weekly basis by the Director of Sales & Marketing
• Assisting with all other Catering needs as deemed necessary by the Director of Food & Beverage as well as the Director of Catering & Events or Senior Management

Required Job Knowledge, Skills, Experience, and Education

• Ability to handle multiple, simultaneous, and complex tasks and projects effectively and efficiently. 
• Information research, analysis, and evaluation skills. 
• Advanced verbal and written communication skills and the ability to work with a wide range of constituencies in a diverse operation. 
• Excellent knowledge of the principles, philosophy, and practices of recreation administration (e.g., program planning, leadership, risk management, budgeting, marketing & public relations). 
• Understanding of the recreation needs and interests of the community and the ability to meet such needs with innovative programs and services that promotes participation in healthy and enjoyable recreation experiences. 
• The ability to plan, promote and evaluate recreation services for the community. 
• The ability to establish and maintain effective working relationships with staff, Citizen Action Committee, special interest groups, agencies, and individuals. 
• The ability to communicate effectively orally and written. 
• College degree or equivalent work experience
• Advanced verbal and written communication skills in English and the ability to work with a wide range of constituencies in a diverse operation. 
• Ability to perform job functions with attention to detail, speed and accuracy under pressure of tense/confrontational situations.
• Uphold the Company standards, policies, and procedures.
• Prioritize and organize tasks and work area
• Ability to remain calm and resolve problems using good judgement
• Follow directions
• Work cohesively with co-workers as part of a team
• Maintain confidentiality of guest/employee information and pertinent hotel data
• 1-year previous luxury hotel operations experience preferred.

Physical Requirements:

See below Physical conditions description

PHYSICAL ACTIVITIES, VISUAL ACUITY, AND WORKING CONDITIONS OF: 

Catering & Events Coordinator

I certify that I have read the physical requirements set forth below and am physically able to perform the necessary duties as indicated herein.

Employee Signature: _________________________ Date: _____________

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