Conference Coordinator - Higher Ed. jobs in Madison, WI

Who We Are

The Edgewater offers a proud revival of a historic hotel, committed to the trust and confidence we earn from our employees, customers, and partners. We are located in the heart of downtown Madison, next door to the University of Wisconsin-Madison, and within walking distance of the Capitol Square and downtown. We offer 202 rooms and the finest in luxury hotel services and amenities right on the water’s edge of Lake Mendota. You will see a wide variety of guests coming to stay with us for a few nights, joining us for a meal in one of our three restaurants, taking advantage of our salon and spa, or even just coming by to enjoy a special event. If you are looking to work at a hotel that is as welcoming and fun as the city of Madison itself, this is the place.

What We Accomplish Together         

The Assistant Sales & Catering Manager will be responsible for the planning, coordination and execution of small to mid-size events at The Edgewater. This position acts as the liaison between the client, sales team, food & beverage department and the operational staff to ensure the seamless execution of events. This position includes client coordination as well as gathering details pertinent for banquet event orders. In addition, you will review and contribute to resume creation and floor plan design, as well as helping to increase sales through enhanced packages, amenities, décor, food, liquor, and other items. 

The position will flex between corporate and social events. 

What We Have

• A comprehensive benefit package including Medical, Dental and Vision coverage as well as Paid Time Off, 401K contribution matching and voluntary life insurance.
• Discounts to our 3 onsite restaurants.
• Discounts to our onsite Spa’s services and retail as well as discounted stays at affiliated hotels.
• Discounted onsite parking for full-time team members, discounted off-site parking for part-time team members, or a supplied Madison Metro bus pass.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

What You Have

• Combined 2 years previous hotel and/or catering/event experience
• High School Diploma required
• Excellent computer skills with experience in Microsoft Office (Excel and Word) software and at least one (1) year experience with Delphi, Opera, and/or comparable convention management software
• Possess excellent verbal and written communication skills
• Excellent organizational and multi-tasking skills with the ability to meet deadlines
• Ability to work nights and weekends as needed and scheduled in advance
• A caring, positive attitude with a genuine interest in ensuring our customers have memorable experiences.
• A team-oriented attitude and a detail-focused mind.
• Excellent customer service skills with the desire to work in a team environment.
• Be physically able to perform the duties required

Duties and Responsibilities

• Develops and manages strong client and guest relationships.
• Works with client from start to finish, including initial sharing of pricing, property tour, contracting, detailing event and greeting the client on site at many events (not all).
• Ensures a timely response to client and guest inquiries with the expected response time of one business day or less.
• Establishes follow-up communication on assigned finalized contracts, ensures the seamless transition from sales to execution phase of events.
• Assures that BEOs and Resumes are complete 2 weeks prior to the event, complete with event details, floor plans and other information pertinent to event. 
• Negotiates with outside vendors for outside materials, FF&E, as necessary.
• Work together with Senior Catering Manager & Director of Sales & Marketing to ensure open lines of communication and teamwork are maintained with all staff.
• Oversight of final invoicing and billings with the clients; dispute resolution.
• Maintains accurate and complete files/paperwork while updating convention tracking systems.
• Works closely with the Banquet Managers and their team to create and ensure quality levels are being met on a daily basis as well as enhancing overall banquet set-ups. 
• Consistently available to assist with special projects and events and willingly accepts related responsibilities.
• Follows Standard Operating Procedures and company policies, especially as related to event restrictions, collection of deposits, billings and collection of funds.
• Stays abreast of trends and developments in the industry.
• Has a flexible schedule including availability to work evenings, weekends and holidays.
• Receives training and increase proficiency over time in Opera, Delphi and other programs necessary to complete the tasks.
• Participates in hotel/company-wide committees, meetings and/or activities as requested by senior leadership.
• Other Duties as assigned.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

• Bachelor’s Degree in a Business, Sales or related study.
• A minimum of two years of experience in catering and event planning field.
• Excellent personal computer skills with experience in Microsoft Office software and at least one (1) year experience with Delph, Opera and/or comparable convention management software.
• Possess above average verbal and written communication skills.
• Must possess excellent organizational skills.
• Ability to meet deadlines and handle difficult situations.
• Ability to handle multiple tasks and priorities.

Working Conditions

This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This position may require evening and weekend work, working outdoors, working with challenging clients, and minimal travel.

Physical Abilities

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. This position is very active and is frequently required to stand; walk; use hands and fingers to handle or feel; and reach with hands and arms, occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift or move up to 10 pounds and occasionally lift or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.