Catering Services Administrative Assistant

JOB PURPOSE

The job purpose is to handle all Administrative duties as required by the Catering & Convention Services Department.

Essential Job Functions

• Answers incoming telephone calls from all Catering and Convention Services phone lines.
• Responds to telephone inquiries by determining client's needs and specifications to relay to catering and convention services managers/directors.
• Processes all incoming and outgoing correspondence as assigned.
• Types all outgoing correspondence.
• Maintains inventory of office supplies.
• Safeguards 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/Distribution, the Guarantee Sheet and the Daily Report.
• Weekly office duties to include Weekly BEO distribution, Resume distribution, distribution of event reports, and others as assigned.
• Arranges appointments for the Catering and Convention Services leadership team.
• Aids in the creation and distribution of Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Convention Meeting Welcome Packets and Thank You Letters.
• Builds and maintains a strong rapport with assigned Catering and/or Convention Services Manager(s) client(s) and functions as their liaison as assigned.
• Creates resume shells, corporate events memos, and all vouchers required for incoming customers.
• Processes and completes all required documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests and vendor requests.
• Assists with creating and making adjustments to Banquet Event Orders (BEO’s).
• Captures and coordinates Pre-Convention Meeting and Post-Convention Meeting Outlook invites.
• Supports the planning and execution of in-house meetings as assigned.
• Tracks and monitors deposit payments.
• Communicate clearly and affectively across all departments with day to day tasks.
• Works with assigned Catering and/or Convention Manager to ensure that all functions are "tied-down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc).
• Special projects, and other administrative tasks as assigned.
• Provides coverage for conference concierge team as assigned.

Qualifications

• Previous catering, convention services experience in a large convention hotel required.
• Previous office and customer service experience in a large convention hotel required.
• Other relevant event, meeting planning, or hotel operations experience may be considered.
• High school education required, college degree preferred.
• Ability to clearly and pleasantly communicate in English with guests, management and co-workers, written, verbally in person, and by telephone.
• Accurately and efficiently input information into computer systems, with developed computer proficiencies.
• Delphi experience required.
• Microsoft Excel, Powerpoint, and Word required.
• Ability to work cohesively and respectfully 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 and manager 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 and respectful demeanor.
• Proven strong customer service focus with a passion for creating memorable and personalized guest experiences.
• Expert in operating various office equipment, including but not limited to, telephones, computers, calculators, photocopiers and facsimile machines.
• Must be able to work a variety of shifts, including early mornings, nights, weekends, and holidays.
• Position requires the ability to sit and engage in repetitive motion, including utilizing telephone/computer for extended periods of time or for an entire shift.

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 the ability to perform repetitive tasks, including utilizing telephone/computer for an extended period or for an entire shift.

Omni Hotels & Resorts Is An Equal Opportunity/AA/Disability/Veteran Employer. 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. 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.