Catering Administrative Assistant

Four Seasons Hotels Limited; Beverly Hills (CA); On-site; USD 41,000 - 44,000; Full time

Benefits offered by this job

Benefit plan

Job summary

Four Seasons Hotels Limited in Beverly Hills is seeking a Catering Administrative Assistant to support Catering and Conference Services Managers and Directors. You will organize social events, liaise with hotel departments, and ensure Delphi system usage across departments to meet corporate standards.

Responsibilities include preparing reports, handling payroll-related tasks, booking internal meetings, and preparing menu packets for potential clients.

Qualifications

• Excellent reading, writing and oral proficiency in English.
• Must type a minimum of 40 WPM.
• Previous secretarial, hotel and/or related experience required.
• Prior word processing software experience required.
• The ability to follow proper payroll procedures.

Responsibilities

• Provide administrative support to Catering and Conference Services Managers and Director(s).
• Assist in organizing social events and liaise with hotel departments for meetings.
• Ensure Delphi system usage across Rooms, Catering, Reservations, Accounting, Banquets.
• Prepare reports and correspondence in a timely, accurate manner.
• Book internal meetings and manage catering documentation, proposals and contracts.
• Assist in menu packet preparation for potential clients.

Skills

Reading & writing

Typing 40 WPM

Secretarial experience

Payroll procedures

Telephone etiquette

Word processing

Tools

Delphi system

Job description

About Four Seasons:

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.

At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location:
Since opening in 1928, our legendary property has been the preferred address for celebrities, royalty and the international elite — and it’s easy to see why. Located at the intersection of Wilshire Boulevard and Rodeo Drive, we put you in the enviable heart of Beverly Hills, with designer shopping, fine dining and postcard-worthy views at our doorstep.

Job Description:

The Catering Administrative Assistant is responsible for providing administrative support to the Catering and Conference Services Managers and Director(s) while being familiar with all aspects of the Catering and Sales planning process. Assist in the organizing of social events and act as a liaison with the Hotel’s Department and Division Heads in planning internal Four Seasons meetings.

In addition, the position requires that Hotel’s Delphi system meets corporate standards and reporting compliance. Ensure that all departments are using Delphi (Rooms, Catering, Reservations, Accounting, Banquets) effectively.

Job Functions:

• Excellent reading, writing and oral proficiency in the English language.
• Must be able to type a minimum of 40 WPM.
• Previous secretarial, hotel and/or related experience required.
• Prior word processing software experience required.
• The ability to follow proper payroll procedures.
• The ability to answer telephone and use the paging system according to Four Seasons' standards and act as a liaison between callers and the Catering Managers.
• The ability to type in a proficient manner to ensure a quality and timely product.
• The ability to type all daily catering correspondence in order of priority.
• The ability to produce all banquet checks, door cards, change sheets, 10-day Reports, 3-month forecasts, etc.
• The ability to proofread all correspondence prior to submission for signature.
• The ability to efficiently utilize typewriters and computers to complete all correspondence (proposals, contracts, form letters, internal forms, etc.).
• The ability to process all mass and special mailings generated by the catering office or for related catering purposes.
• The ability to maintain all catering files in accordance with established procedures and standards.
• The ability to ensure all information regarding each group is sent to the proper department on schedule in order to facilitate the proper handling of the group.
• The ability to advise a manager when a work assignment cannot be returned within a 48 hour period.
• The ability to maintain a friendly, caring and helpful attitude with clients, as well as other hotel personnel.
• The ability to assist clients in the absence of a catering representative.
• The ability to assist in the preparation of reports as required by the Director of Catering.
• The ability to keep informed as to the daily hotel activities.
• The ability to requisition supplies and collateral through the purchasing system with the proper signatures and put said items in their proper place.
• The ability to participate in scheduled meetings as requested.
• The ability to copy, fax or mail any documents, files, proposals, prospectus or applications as needed.
• The ability to prepare menu packets for potential clients.
• The ability to read and understand the function space diary in Delphi.
• The ability to book internal meetings and follow through with proper booking procedures.
• The ability to respond properly in any hotel emergency or safety situation.
• The ability to perform other tasks or projects as assigned by hotel management and staff.

We are looking for an individual who poses solid interpersonal and relationship-building skills to work with cross-functional teams. Apply an ethical approach to influence the outcome of situations and serve as role model for others by demonstrating appropriate business conduct and ethical principles.

We are looking for candidates who are proactive, have a technical knowledge of generally accepted accounting principles.

Ability to read, write and speak English is required.

This position involves Ability to work long and irregular hours, weekends, and evenings. Able to organize, delegate & work under pressure. Basic knowledge of audio-visual equipment and Internet technology – helpful.

What to Expect: You Will…

• Be part of a cohesive team with opportunities to build a successful career with global potential
• Have access to a robust benefit plan
• Have the opportunity to engage in diverse and challenging work
• Derive a sense of pride in work well done
• Be recognized for excellence

Hourly Rate: $31.27

Four Seasons is an Equal Opportunity, Affi veptive Action employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. To access the 'EEOC is The Law' Information poster please visit this website - http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf

Learn more about what it is like to work at Four Seasons – visit us:

http://jobs.fourseasons.com

http://www.linkedin.com/company/four-seasons-hotels-and-resorts

Four Seasons is an Equal Opportunity, Affi veptive Action employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. To access the 'EEOC is The Law' Information poster please visit this website - https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal