Administrative Assistant

Westmont Hospitality; Omaha (NE); On-site; USD 24,796 - 28,929; Full time

Job summary

Westmont Hospitality is seeking an Administrative Assistant for its Omaha location. The role involves providing essential administrative support for sales and catering operations, ensuring successful execution of events while maintaining high customer satisfaction.

Ideal candidates will have strong computer skills and fluency in English, with at least two years of administrative experience required. The position offers an inclusive workplace and the ability to grow within the company.

Qualifications

• Must have at least two years of administrative experience.
• Fluency in English is required for effective communication.
• Proficiency in computer skills including spreadsheets and word processing.

Responsibilities

• Provide comprehensive administrative support for Sales and Catering.
• Maintain accurate filing systems and order office supplies.
• Coordinate Banquet Event Orders and ensure event execution.

Skills

Fluent English communication

Computer skills (spreadsheets, word processing, email)

Problem-solving

Ability to manage multiple priorities

Education

Two years administrative experience or similar education

Job description

Administrative Assistant

Omaha, NE, US

Salary Range: $18.00 to $21.00 hourly

Job Summary

The Sales and Catering Admin has overall responsibility for providing administrative support for Sales and/or Catering and for the efficient and smooth execution of all catering events. The individual must utilize available resources to provide excellent customer satisfaction. Requires knowledge of, and adherence to, hotel’s policies and procedures and all Sales/Catering policies, systems and procedures. The Sales & Catering Admin will meet or exceed sales standards, taking corrective action as needed to ensure standards are maintained. Work hours/days vary as directed by the business needs and can include weekends and holidays.

Essential Functions

Administrative support – General

• Established and maintains accurate files and trace system for the hotel
• Maintains Delphi system certification requirements
• Prepares and distributes mail
• Designs and creates marketing materials using Canva
• Distributes group resumes/BEO and all other pertinent customer communication to insure service
• Answers calls, uncover client needs and forward calls to appropriate sales team member
• Maintains and orders office supplies and sales collateral as needed and within budget
• Completes daily and weekly sales reports for sales team
• If assigned to New market Systems Analyst responsibilities, Sales & Catering Assistant will be provided with a supplemental job requirements outlining these NSA duties & responsibilities

Administrative support – SALES

• Verifies and communicates group daily event guarantees
• Places follow-up calls to clients upon completion of events, sends thank you and comment card
• Maintains rapport with competitive hotels catering staff to align both hotels to receive overflow referrals
• Completes RFP accordingly and timely
• Checks for incoming leads on the hour and distributes to sales managers per market guidelines (when assigned this duty by DOS&M)

Administrative support – CATERING

• Generates and distributes Banquet Event Orders
• Maintains Banquet Event Orders
• Prepares weekly event packets and distributes to all department proper to weekly BEO meeting
• Coordinates the BEO meeting with all departments to ensure professional execution of events
• Coordinates events
• Works closely with Food & Beverage Managers/Supervisors and Banquet Staff at both hotels to ensure all details are followed as specified by client
• Assists with any event changes and special catering related requests
• Verifies timely completion of contract, credit applications and billing procedures

Experience

• Two year’s administrative experience or any combination of similar education and experience
• Language Skills: Read, write and speak English fluently. Ability to communicate effectively and professionally with other business departments, guests and vendors. Ability to diplomatically deal with difficult situations and people, while exhibiting a consistent level of professionalism.
• Technical Skills: Computer skills, including spreadsheets, word processing and email.
• Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, report or schedule form.
• Other Skills & Abilities: Experience in meeting deadlines and multiple priorities of business demands as required. Possess basic knowledge of business contracts. Able to work with general supervision. Operate office equipment such as printers, fax machine and copiers.

Physical Demands

Frequent walking, standing, sitting, hearing, talking, smiling. Lifting of objects weighing up to ten (10) pounds.

DoubleTree by Hilton Downtown Omaha is an Equal Employment Opportunity employer. We are committed to creating an inclusive environment for all employees and applicants. Employment decisions are made without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, genetic information, veteran status, or any other protected characteristic in accordance with applicable federal, state, and local laws.

We encourage applications from individuals of all backgrounds and experiences and are dedicated to fostering a workplace that values diversity, equity, and inclusion.