Catering Admin

Brickell Arch, a Luxury Collection Hotel; Miami (FL); On-site; USD 28,000 - 29,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) plan with matching

Hotel employee discounts

Job summary

HEI Hotels & Resorts is seeking an organized Administrative Assistant to support the Catering Department at Brickell Arch, a Luxury Collection Hotel in Miami. You will handle incoming calls, prepare proposals, contracts, and memos, and keep critical files up to date in a fast-paced hospitality environment.

Ideal candidates bring hotel or hospitality office experience, strong communication skills, and the ability to manage multiple tasks with accuracy.

Qualifications

• Hotel experience preferred.
• Ability to deal with internal and external customers.
• Basic mathematics and calculator skills.
• Effective verbal and written communication skills.

Responsibilities

• Assist the Director of Catering in administrative functions.
• Promptly answer telephone calls following brand standards.
• Type correspondence, proposals and contracts as directed.
• Distribute memos, contracts, resumes, and room requests to departments.
• Maintain filing system and current files for contracts and correspondence.
• Log account information and support payroll/office needs per standards.

Skills

Verbal communication

Written communication

Customer service

Clerical skills

Tools

Typewriter

Computer skills

Job description

About UsHEI Hotels & Resorts is proud to welcome Brickell Arch, a Luxury Collection Hotel, Miami to our growing portfolio of distinguished properties. Overlooking the shimmering waters of Biscayne Bay and steps from the energy of Brickell’s financial and cultural district, this iconic retreat blends refined sophistication with the vibrancy of Miami. From expansive guest rooms and suites to thoughtfully curated amenities and elevated service, Brickell Arch offers an experience that is both timeless and distinctly local. At HEI, we understand that exceptional hotels are built by exceptional people. Our continued success is driven by our associates — the heart of every guest experience. Where people choose to work matters. In return for that choice, we are committed to providing competitive compensation and benefits, industry-leading tools and training, and a culture that empowers growth and excellence. Simply put, we honor the privilege of our associates choosing HEI by investing in them — ensuring they thrive, grow, and elevate every property we serve.Don't meet every single requirement of this job? At HEI we are dedicated to building a diverse and inclusive workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to still send in your information. You may be the perfect candidate for this or for other roles within our organization!We value U.S. military experience and invite all qualified military candidates to apply.CompensationSalary Range: $20.00 - $21.00 HourlyTipped/Service Charge Eligible? NoDiscretionary Performance Bonus Eligible? NoOverviewAssist the Director of Catering in the administrative functions required for effective management of the Catering Department.Essential Duties and ResponsibilitiesPromptly answer telephone calls following HEI Hotels and Resorts and brand standards using clear and positive communication. Communicate information accurately to manager and disseminate information and facts to relevant accounts and applicable departments.Type correspondence, proposals and contracts as directed by management using typewriters and computers. Process contracts for relevant departments.Distribute memos, contracts, resumes, room requests and amenities to relevant departments throughout the hotel. Copy, fax and email necessary documentation for clients and hotel use.Politely and professionally converse with clients. Respond to inquiries with accurate information and record in all relevant files.Promptly respond to requests for information on hotel facilities and menus.Maintain accurate, necessary payroll records, time sheets and distribute to finance in timely manner.Monitor and order necessary office supplies for department. Maintain filing system in accordance with company standards. Log pertinent account information in files. Maintain necessary copies of contracts and correspondence in orderly and accurate manner. Maintain current files and contracts for 5 years in accordance with HEI Hotels and Resorts minimum standards.Comply with attendance rules and be available to work on a regular basis.Perform any other job-related duties as assigned.Qualifications and SkillsHotel experience preferred.Ability to effectively deal with internal and external customers, as well as vendors and department heads.Basic knowledge of mathematics and calculator skills to prepare mathematical calculations without error.Effective verbal and written communication skills. Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, public etc.BenefitsHEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you!For your physical and mental wellness we offer competitive Medical and Dental programs through Anthem Blue Cross Blue Shield as well as Vision insurance programs through EyeMed. Our Vacation, Sick and Holiday programs are available for you to rejuvenate with time off. HEI also provides pet insurance through the ASPCA. For your financial wellness, HEI provides a wide array of coverage, including Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans. Our 401(k) Savings Plan with matching funds, and discounts through our 'YouDecide' and Hotel Room Discount programs provide additional incentives for choosing HEI as the employer of your future. Specific details and eligibility of these programs vary by location and employment status.HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.