Senior Administrative Coordinator

This position plays a key role in supporting the Catering department, responsible for administrative tasks and event planning. The Event Coordinator coordinates events from corporate functions to social gatherings, working closely with hotel departments.

Key responsibilities include:

• Managing incoming calls, emails, and guest inquiries; assisting with overflow calls for commercial divisions.
• Providing administrative support to the Catering team, including preparing proposals, contracts, payment links, reports, Banquet Event Orders (BEOs), schedules of events, menus, and other correspondence using MS Word, GS&C, Power BI, and the Hotel Intranet.
• Creating and maintaining client and event records in GS&C and other platforms; managing enquiries, bookings, traces, and updates to the function diary.
• Coordinating logistics for internal and external events, including menu planning, signage (printed and digital), floor plans, and printed materials.
• Supporting meeting room bookings, monitoring availability, and assisting with internal meetings under the guidance of the Catering Sales Manager.
• Distributing catering documentation (BEOs, resumes, amenity cards) to operational departments in a timely and accurate manner.
• Conducting site visits and walk-throughs with prospective clients to showcase event spaces and offerings.
• Maintaining electronic and physical filing systems for client accounts, program evaluations, and event documentation.
• Monitoring third-party platforms such as CVENT and Lanyon to capture and respond to business leads.
• Generating and distributing key reports, including daily event updates, monthly sales summaries, and tracking documents.
• Managing inventory and ordering of departmental supplies and marketing materials, including catering packets, menus, and promotional items.
• Creating and processing purchase orders, service requests, and internal submissions through BirchStreet, ServiceNow, and the hotel intranet.
• Operating office equipment, including printers, copiers, paging systems, fax, and bindery machines.
• Providing support for front-of-house and guest-facing duties during events, including hospitality desk coverage and assisting Banquets with setup and teardown as needed.
• Providing client support and finding solutions in the absence of a Catering Manager.
• Assisting with onboarding, mentoring, and cross-training team members and interns; providing departmental coverage as needed.
• Attending departmental meetings and contributing to administrative and cross-functional projects.
• Maintaining professional grooming and hygiene standards in accordance with Four Seasons policies.
• Fostering a respectful and collaborative work environment through effective teamwork and communication.

Key Qualifications and Skills

Key qualifications and skills required for this position include strong organizational and time management skills, attention to detail, ability to multitask, excellent communication and interpersonal skills, proficiency in Microsoft Office and other relevant software, ability to maintain confidentiality and handle sensitive information, and adaptability in a fast-paced environment.

Benefits

This role offers a competitive compensation package, comprehensive benefits, and opportunities for career growth and development.

Other Information

This is a full-time position, and the ideal candidate will be available to work flexible hours, including evenings and weekends, as required. A valid driver's license is not required for this position.