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Sodexo Coordinator in FLAGSTAFF, Arizona

The Summer Conference Planning Supervisor is a full-time position March through August 2021 in the hospitality industry. Position is benefit eligible. Responsible for pre-conference planning of summer camps and conferences at NAU assigned through the Sales Department. This individual provides oversite to and assists 1-3 interns at direction of management to coordinate routine work activities and planning of all summer conferences. Meets with clients to obtain all information needed to provide the highest quality of service. These individual coordinates and effectively communicates groups needs and requests to all NAU department managers. Interacts with on-site meeting planner/facilitator to assure needs of group are favorably responded. Assist Sales Manager in final billing of all summer conferences. High priority on attention to detail and customer service required. This individual will provide support to management in the daily oversite of key functions and employees during normal course of business. The general responsibilities of the position include those listed below.

General Responsibilities:

  • Understands and follows all policies and procedures

  • Assists in monitoring and assisting intern’s productivity and provides suggestions for increased service or productivity

  • Responsible for oversight and to assist in day-to-day activities of interns and assigns responsibility for specific work and activities as directed by on-site management

  • Responsible for orientation and training of employees

  • Performs day-to-day assignments in addition to supervision duties

  • Works with clients and NAU to ensure satisfaction in such areas as quality, service and problem resolution

  • Contacts meeting planner upon receipt of contract and solicits needed information to detail program including rooms, client rosters, dining, parking, fields, gyms, and meeting facilities.

  • Generates detailed Event Confirmation for clients

  • Maintains on-going communication with clients/on site meeting planners

  • Responsible for immediate follow-up and return calls

  • Maintains on-going communication and relationships with involved NAU departments

  • Greets all clients at time of check in

  • Conducts pre-conference meetings with clients

  • Up-sell services and enhances base sales

  • Demonstrate ability to anticipate client needs -- ask the right questions

  • Maintains all information pertaining to event in EMS and client files

  • Maintains all paperwork and files applicable to group history

  • Responsible for verification of information on group function/cover sheets

  • Interacts regularly with on-site meeting planners/facilitators during group occupancy

  • Adjusts work pace to the demands of the clients and the facility

  • Conducts regular Group Resume meetings

  • Assures invoicing is correct and timely

  • Continually updates EMS, pre and post conference

  • Works with clients and NAU to generate accurate and timely invoices

  • Collects pre-payments as required: works with sales & accounting on final collection procedures; enters pre-payment data into EMS

  • Able to work some weekends, nights and holidays

  • Attends training programs as designated

  • May perform other duties and responsibilities as assigned

Position Summary

The Coordinator will effectively serve as a point of contact for events such as caterings, reservations, bookings and other services. The general responsibilities of the position include those listed below, but Sodexo may identify other responsibilities of the position. These responsibilities may differ among accounts, depending on business necessities and client requirements.

General Responsibilities:

  • Serves as a point of contact for reservations, bookings, equipment, catering and other suchservices.

  • Communicates to internal and external clients.

  • Performs some administrative tasks such as arranging meetings, developing agendas andpreparing progress reports.

  • Coordinates logistics, setup/knockdown and on-site problem resolution.

  • May assist in daily coordination of projects, including preparing and maintaining project plans,budgets and staffing requirements.

  • Tracks progress and identifies/resolves obstacles.

  • Complies with all company safety and risk management policies and procedures.

  • Participates in regular safety meetings, safety training and hazard assessments.

  • Reports all accidents and injuries in a timely manner.

  • Attends training programs (classroom and virtual) as designated.

  • May perform other duties and responsibilities as assigned.

Qualifications & Requirements

  • Willingness to be open to learning and growing.

  • Maturity of judgment and behavior.

  • Maintains high standards for work areas and appearance.

  • Maintains a positive attitude.

  • Ability to work a flexible schedule helpful.

  • Must comply with any dress code requirements.

  • Must be able to work nights, weekends and some holidays.

  • Attends work and shows up for scheduled shift on time with satisfactory regularity.


  • High School diploma, GED, or equivalent experience preferred.

  • 0 to 2 years related experience.


  • Presents self in a highly professional manner to others and understands that honesty and ethics are essential.

  • Ability to maintain a positive attitude.

  • Ability to communicate with co-workers and other departments with professionalism and respect.

  • Maintains a professional relationship with all coworkers, vendor representatives, supervisors, managers, customers, and client representatives.

  • Must have basic phone and computer skills (email, texting, etc.).

  • Good attention to detail.

  • Ability to work well under pressure.

  • Excellent oral and written communication skills.

  • Excellent management and organizational skills.

  • Ability to work well alone and in a team.

Physical Requirements:

  • Close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus, with or without corrective lenses.

  • Significant walking or other means of mobility.

  • Ability to work in a standing position for long periods of time (up to 8 hours).

  • Ability to reach, bend, stoop, push and/or pull, and frequently lift up to 35 pounds and occasionally lift/move 40 pounds.

Working Conditions (may add additional conditions specific to defined work location):

  • Generally in an indoor setting; however, may supervise outside activities and events.

  • Varying schedule to include evenings, holidays, weekends and extended hours as business dictates.

  • While performing the duties of this job, the employee is primarily in a controlled, temperate environment; however, may be exposed to heat/cold during support of outside activities.

  • The noise level in the work environment is usually moderate to loud.

Sodexo is an EEO/AA/Minority/Female/Disability/Veteran employer.


System ID 668600

Employment Status Full-Time


Target Hourly Rate $17.00