The Company

Mandarin Oriental Hotel Group is the award-winning owner and operator of some of the world's most prestigious hotels and resorts. The Group now operates or has under development over 40 hotels with more than 11,000 rooms in 25 countries in key business and leisure destinations.

The Hotel

Ideally located on the charming Via Andegari, Mandarin Oriental, Milan is a stylish and intimate hotel, featuring 104 guestrooms, including 32 beautifully appointed suites. Set in the heart of the city, only steps away from the world-renowned La Scala opera house, it inhabits four elegant 18th Century buildings in Milan's most prestigious district. The hotel features a fine-dining restaurant, Seta and a bar-bistro, Mandarin Garden + Bistrot where an eclectic choice of contemporary cuisine and cocktails are offered in chic surroundings. The Spa at Mandarin Oriental, Milan is the city's most comprehensive, offering a holistic approach to rejuvenation and relaxation in tranquil, meditative surroundings that feature indoor swimming pool and six private treatment rooms. In addition, the hotel has two versatile function rooms that benefit from natural daylight.

Strategic Intent

It is the mission and intent of this position that the incumbent will provide the highest level of customer service to all guests, to ensure the guest experience is one that is beyond the expectations of the guest and aligned with our Legendary Quality Experiences.

Scope of Position

The Groups, Events & Catering Supervisor coordinates all aspects of catering events as assigned by the Head of Groups & Events all related information to hotel colleagues in an accurate and timely manner.

Organizational Structure

The Groups, Events & Catering Supervisor reports directly to the Head of Groups & Events.

Duties and Supporting Responsibilities

• Support company's philosophy and company culture through the use of Pillars of Legendary Quality Experiences on a daily basis to ensure Guest Satisfaction and the achievement of our Mission Statement
• Support company's philosophy and company culture through the use of Departmental Legendary Quality Experiences on a daily basis to ensure Guest Satisfaction and the achievement of our Mission Statement
• Support company's philosophy and company culture through the use of Guiding Principles and D.E.L.I.G.H.T as part of ensuring Guest Satisfaction and the achievement of our Mission Statement.
• Work closely with the sales team in regard to turnover and information
• Work closely with vendors for catering events
• Creatively up-sell services and food for all events
• Generates Banquet Event Orders
• Generates Group Resumes
• Generates business correspondence
• Generates function room diagrams
• Utilize Delphi system for accurate blocking of events, groups, traces, and generation of BEOS
• Check Delphi Daily and Weekly reports
• Obtain necessary approvals/permits/insurance certificates for events that are required
• Chair pre-conference and post-conference meetings
• Attend daily departmental meeting
• Attend daily BEO meeting
• Communicate all group information/changes to existing information to appropriate hotel colleagues in an accurate and timely manner
• Entertain clients, as appropriate
• Maintain an active trace system for all assigned groups
• Remain available to hotel colleagues via radio while on property and via hotel provided cellular phone/BB at all times
• Audit banquet checks for assigned groups
• Contract business with approved vendors, as appropriate
• Approve payment and provide backup for contracted vendor business
• Coordinate all aspects of events as assigned by Director of department to include but not limited to:
• Food and beverage requirements
• Timing of events
• Audio visual requirements
• Special attention guests
• Room type allocation
• Rooming list when applicable
• Amenities
• Function room setup
• Group transportation when applicable
• Type of check-in, check-out to include satellite check-in when applicable
• Special meal requests
• Arrival/departure manifests
• Bag pulls when applicable
• Luggage storage when applicable
• Complimentary rooms
• Billing instructions
• Authorized signatures
• Room deliveries
• Telephone and internet requirements
• Box storage and delivery
• Power requirements
• Security requirements
• Expected F&B outlet usage
• Group hospitality/office/registration desk requirements
• Business center requirements
• Entertainment
• Leisure activities
• Décor (to include floral) requirements
• Refer business to approved suppliers of service/products, as necessary

Requirements

• Must have a minimum of 3+ years of experience in catering and conference services manager or event manager; luxury hotel experience, (and City of Milan F&B Knowledge preferably) is strongly preferred.
• Bachelor's degree is required.
• Must be fluent with Delphi, MS Office. Prior experience with hotel related software will be favored.
• Prior experience working with a unionized work force is preferred.
• Excellent communication skills; fluency in English and Italian is required.
• Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks; must be able to work weekends & holidays.
• Must be a self-motivator.
• Must work in a safe, prudent and organized manner.
• Computer software aptitude and hotel operation knowledge.
• Knowledge of specific hospitality industry applications is required (Delphi and HMS preferred).
• Must have able to relate to all levels of colleagues and managers.
• Must have the ability to handle multiple tasks at one time.
• Must have superior organizational skills.

Mandarin Oriental reserves the right to add, delete, change or modify the job duties and responsibilities described in this Job Description, at the companies discretion, with appropriate notice.

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