Catering Administrative Assistant

Washington Duke Inn & Golf Club; Durham (NC); On-site; USD 25,000 - 36,000; Full time

Job summary

The Washington Duke Inn & Golf Club in Durham, NC is seeking a Catering Administrative Assistant to coordinate all catered event bookings at our venues. The role supports catering and sales teams by managing contracts, room blocks, and event details.

Responsibilities include booking events, coordinating AV, flowers, decor, VIP seating, and post-event reporting, while ensuring accurate billing and smooth execution of all functions.

Qualifications

• 1 year of administrative assistant experience in catering, events or related field.
• 1 year of customer service experience
• Ability to multitask and prioritize heavy workload.
• Proficient in Microsoft products
• Ability to sit, walk or stand for prolonged periods of time.

Responsibilities

• Maintain event book control.
• Book small meetings, seminars, showers, association and small business, and social groups.
• Verify and prepare a summary of all contracts initiated by catering and sales with event book and preview for accuracy, proper space utilization, format, and pricing.
• Assist in coordinating and distributing all 72-hour guarantees, changes and cancellations.
• Route incoming calls for catering information and channel to the appropriate Catering Sales representative or his/herself, depending upon the size and nature of the business, and within the parameters set by the Director of Catering.
• Order all audio/visual equipment for meetings, maintain log for same and insure proper billing for same.
• Order all specialty cakes, flowers, decorations and coordinate seating diagrams, second deposit trace, set up instructions, floor plans and special instructions for all events, with special care paid to VIP groups and social events.
• Handle all sleeping room bookings for small groups, select VIP's and coordinate all large room bookings for weddings, Bar Mitzvah's and select corporate groups.
• Ensure all charges and note on contracts for collection from client.
• Prepare post event reports.
• Trace and re-solicit all catering files periodically.
• Assist in the preparation of the monthly reports.

Skills

Administrative experience

Customer service

Multitasking

Microsoft Office

Physical stamina

Job description

Job Details

Job Location: WDI - Durham, NC, Salary Range: $22.00 - $22.00Hourly, At the Washington Duke Inn & Golf Club, JB Duke, and The Lodge at Duke Medical center we believe that innovation is born from an engaged culture of people and ideas. The Catering Administrative Assistant coordinates all catered event bookings.

Responsibilities

• - Maintain event book control.


• - Book small meetings, seminars, showers, association and small business, and social groups.


• - Verify and prepare a summary of all contracts initiated by catering and sales with event book and preview for accuracy, proper space utilization, format, and pricing.


• - Assist in coordinating and distributing all 72-hour guarantees, changes and cancellations.


• - Route incoming calls for catering information and channel to the appropriate Catering Sales representative or his/herself, depending upon the size and nature of the business, and within the parameters set by the Director of Catering.


• - Order all audio/visual equipment for meetings, maintain log for same and insure proper billing for same.


• - Order all specialty cakes, flowers, decorations and coordinate seating diagrams, second deposit trace, set up instructions, floor plans and special instructions for all events, with special care paid to VIP groups and social events.


• - Handle all sleeping room bookings for small groups, select VIP's and coordinate all large room bookings for weddings, Bar Mitzvah's and select corporate groups.


• - Ensure all charges and note on contracts for collection from client.


• - Prepare post event reports.


• - Trace and re-solicit all catering files periodically.


• - Assist in the preparation of the monthly reports.

Qualifications

• 1 year of administrative assistant experience in catering, events or related field.


• 1 year of customer service experience


• Ability to multitask and prioritize heavy workload.


• Proficient in Microsoft products


• Ability to sit, walk or stand for prolonged periods of time.