Event Planning Specialist - Conference Services (Full-Time)

Job Summary

Provide overall administrative support to the Catering & Conference Services department. Uphold and ensure compliance with all company and departmental policies and procedures.

About the Role

Minimum Requirements:

• One (1) year administrative/clerical experience
• Hospitality experience preferred
• High School Diploma
• Somewhat college course work preferred
• Proficient in Windows XP and Microsoft Office software applications such as: Word, Excel, PowerPoint and Outlook
• Social Tables experience preferred
• Minimum typing skill of 45+ wpm
• Pass Typing, Data Entry, Telephone Message Taking, and Customer Service skill testing
• Proficient with peripherals, copier, fax, telephone and calculator
• Able to provide simple math calculations
• Able to courteously present information to people in one-on-one and group situations
• Able to work independently and take responsibility of making independent decisions when necessary
• Exhibits the Sea Island Five-Star Behavior Standards with guests, members and co-workers
• Must possess a positive attitude and have the ability to work with a variety of people and in cooperation with coworkers efficiently and effectively
• Able to manage competing priorities and multiple deadlines in a fast paced environment
• Able to easily adapt to organizational and environmental changes

Minimum Requirements:

• If applicable, must be flexible to working days, early mornings, evenings, weekends, and holidays

Responsibilities

• Maintain knowledge of all hotel services/functions and hours of operation
• Distribute and manage all daily reports including, resume, BEO, 10-day
• Handle inquiry calls according to departmental procedures. Clarify by obtaining pertinent information required
• Confirm all Site Visit Agendas
• Book and manage activities for groups as needed
• Create arrival packets for Meeting Planners
• Aid with the completion of BEO's and resumes with guidance from the Conference Services Manager
• Attend planning meeting visits for large programs as needed
• Attend Pre-Con meetings for large programs as needed
• Proficiently edit menu documents and maintain menus in Opera
• Maintain office supply inventory, knowledge of all office equipment, computers and manual systems
• Retrieve and distribute departmental mail
• Process requests for overnight mail and other delivery services
• Print all menus and place cards as requested
• Type and process amenity orders and BEO’s as requested
• Oversee department invoicing system and maintain timely payment
• Streamline organization and work flow of the Catering & Conference Services Department
• Uphold appropriate departmental standards of quality/timing with all requests and special projects
• Maintains cleanliness and organization in all work areas
• Uphold appropriate departmental standards of quality/timing
• Uphold and ensure compliance with all company and departmental policies and procedures
• Report all equipment problems and maintenance issues, known safety hazards, or unsafe practices and procedures to supervisor immediately
• Attends all scheduled employee meetings and brings suggestions for improvement
• Willing and timely execution of other duties as delegated by leadership

Physical Requirements

• Ability to kneel, crouch, squat, climb, stand, sit, balance, reach, bend, push, pull and walk for prolonged periods
• If applicable, must have the ability to work for extended time periods in an outdoor environment, including sun, heat, cold, wind, rain, and higher than normal noise levels
• Able to perform repetitive tasks with accuracy
• Able to lift, carry, pull and push up to 30 lbs intermittently throughout a shift
• Read, write and communicate effectively in English, both written and verbal
• May be exposed to mechanical, electrical, chemical and fume hazards
• Maintain compliance with Company Resort Professional Image Policy