Catering & Conference Admin Specialist

Highgate Hotels, LP; Saint Pete Beach (FL); On-site; USD 25,000 - 34,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan with employer匹配

Paid holidays

Job summary

TradeWinds Island Resort is seeking a Catering and Conference Services Administrative Assistant to support the Director of Convention Services, Catering Sales Managers, and Conference Services Managers. You will help block function space, prepare contracts, and process invoices for turnover.

The role also involves lead intake, event orders, and coordinating logistics for tradeshows and site inspections. You will handle reports, budgets, and billing, while maintaining filing systems and assisting

Qualifications

• Experience in hotel or resort, banquet, sales, or conference services preferred
• High school diploma; bachelor's degree preferred
• Strong communication with internal/external customers
• Ability to work independently and in a team
• Knowledge of catering/convention services terminology is a plus
• Detail oriented with good organizational skills
• Excellent English reading/writing skills
• Ability to multitask in a fast-paced environment
• Proficient with Excel, Word, Outlook, PowerPoint

Responsibilities

• Act as liaison between managers and clients in Manager's absence
• Prepare daily/weekly/monthly reports
• Block function space for groups and in-house requests
• Assist Sales Office Manager in their absence
• Create/merge contracts and paperwork for bookings
• Prepare banquet event orders and related invoices
• Manage group billing and deposits
• Create diagrams in Social Tables/Meetings Matrix
• Maintain filing system and expense reports
• Load RFPs and inquiries into the operating system
• Assist with proposals using Word, Wedding Wire, Proposal Path, CVENT
• Use MS Word/PowerPoint/Excel/OPERA/Delphi.fdc/Teams/Outlook/SharePoint
• Maintain Agilysys knowledge for bookings and events
• Answer calls, handle lead forms, assist guests
• Coordinate logistics for tradeshows/site visits/pre-planning
• Monitor monthly goals and generate reports
• Organize office correspondence and supplies
• Complete special projects from leadership
• Stay updated on upcoming groups/events
• Conduct market research and competitor analysis

Skills

Customer service

Communication

Organizational skills

Multitasking

Teamwork

Attention to detail

Problem solving

English proficiency

Education

High School Diploma

Bachelor's Degree preferred

Tools

MS Excel

MS Word

MS Outlook

PowerPoint

Opera Property Management System

Delphi.fdc

MS Teams

SharePoint

Social Tables or Meetings Matrix

Agilysys

Job description

TradeWinds Island Resort is seeking a Catering and Conference Services Administrative Assistant to support the Director of Convention Services, Catering Sales Managers, and Conference Services Managers. You will help block function space, prepare contracts, and process invoices for turnover.

The role also involves lead intake, event orders, and coordinating logistics for tradeshows and site inspections. You will handle reports, budgets, and billing, while maintaining filing systems and assisting