Administrative Assistant | Advertising & Sales

Essential Job Functions

• Answers incoming telephone calls from all Catering and Conference Services phone lines.
• Responds to telephone inquiries by determining client's needs and specifications.
• Processes all incoming correspondence.
• Typifies all outgoing correspondence.
• Maintains inventory of office supplies.
• Ensures that all filing systems are maintained according to spec's (Local, Convention and Spin-off).
• Gathers and organizes all materials for weekly/monthly reports as directed.
• Sells Food & Beverage to small convention groups and one-shot groups.
• Daily office duties to include Event Reader Boards, Door Cards, BEO Change Log, the Guarantee Sheet and the Daily Report.
• Arranges appointments for the Catering and Convention Services leadership team.
• Assists with Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Conference Meeting Welcome Packets and Thank You Letters.
• Establishes rapport with assigned Catering and/or Conference Services Manager(s) client(s) and functions as their liaison.
• Creates resume shells.
• Creates Corporate Events memos.
• Completes necessary documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests and vendor requests.
• Aids in creating and making adjustments to Banquet Event Orders (BEO’s).
• Captures Pre-Conference Meeting and Post-Conference Meeting Outlook invites.
• Works with assigned Catering and/or Conference Manager to ensure that all functions are "tied-down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc).
• Performs special projects and other receptionist duties as assigned.

Qualifications

• Previous catering, convention services, or sales support experience preferred in a large convention hotel.
• Other relevant event, meeting planning, or hotel operations experience will be considered.
• High school education required, college degree preferred.
• Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management and co-workers, both in person and by telephone.
• Accurately and efficiently input information into computer systems, with developed computer proficiencies.
• Delphi experience strongly preferred.
• Ability to work cohesively with co-workers both within and outside of your department.
• Think clearly, quickly and make concise decisions.
• Work well under pressure, dealing with many guest requests/questions within a short period of time.
• Strong organizational skills with the ability to prioritize and multi-task in a fast paced environment.
• Ability to prioritize and organize workload to ensure deadlines are met.
• Handle stressful situations, while maintaining a calm and welcoming demeanor.
• Customer service oriented with a desire to create memorable guest experiences.
• Ability to use various office equipment, including but not limited to, calculators, photocopiers and facsimile machines.

Environment & Position Analysis

• Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
• Stand, walk or sit for an extended period or for an entire work shift.
• Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.

Tools & Equipment

• Desktop computer (Opera, Alice, Delphi, Meeting Matrix, Synergy, Microsoft Office, Kronos, Birchstreet), printer, telephone, copier, fax machine and scanner.

Benefits

• The EEO Is The Law Poster Is Available Using The Following Link
• EEOC is the Law Poster.
• Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.

Contact Information

• If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to: applicationassistance@omnihotels.com.