Catering & Conference Services Coordinator (Full Time)

Terranea Resort; Rancho Palos Verdes (CA); On-site; USD 51,000 - 73,000; Full time

Benefits offered by this job

Group benefits: medical, dental,vision

Life and disability insurance

Employee assistance program

Paid time off

401(k) with company match

Job summary

Terranea Resort in Rancho Palos Verdes, CA is seeking an Administrative Assistant to support Catering and Conference Services by organizing the department, managing BEOs, and handling daily operations. You will load information into Delphi, generate routine reports, and assist managers with client services and vendor coordination.

The role requires strong typing, computer skills, English proficiency, and excellent customer service.

Qualifications

• Typing and computer skills required; Salesforce experience preferred.
• Pleasant disposition and professional appearance.
• Strong communication and cash handling abilities; appointment making.
• High School education or equivalent.
• Must be able to speak, comprehend, read, and write English; customer service oriented.

Responsibilities

• Develop and maintain filing systems for the department.
• Distribute BEOs in a timely manner.
• Ensure information is loaded in Delphi.
• Prepare and run daily, weekly, monthly reports.
• Assist CS Managers with BEO creation and client services.
• Answer calls and direct messages; follow up on problems.
• Handle departmental mail; photocopy and process as specified.
• Maintain security and confidentiality of guest/employee data.
• Attend meetings; take minutes and distribute.
• Coordinate vendor calls and guest inquiries.

Skills

Typing 50-60 wpm

Strong computer skills

Strong communication skills

Customer service orientation

Multitasking

Ability to stand/walk long periods

Education

High School diploma or equivalent

Tools

Salesforce

Job description

Provide administrative support to Catering and Conference Services Managers by ensuring the successful organization and management of all Catering and Group business.

Responsibilities

• Develop and maintain all filing systems within the department
• Distribute Banquet Event orders (BEO's) in a timely and efficient manner
• Ensure that all information is correctly loaded in Delphi
• Maintain complete knowledge of hotel services, features, hours of operation and daily events
• Run daily, weekly and monthly reports as needed
• Assist Catering and CS Managers in all activities, including, but not limited to; BEO creation, group resume creation, client services, amenity forms, room inspections and reservations, restaurant and spa reservations, merging of documents, ...
• Provide general information: address guests' questions regarding hotel services and policies.
• Answer the telephone and direct calls/messages to appropriate personnel or guests. Follows up on minor customer problems.
• Retrieve and distribute departmental mail
• Make photocopies and process as specified
• Process all changes to BEO's and complete BEO change log as needed
• Insert banquet check numbers into Delphi
• Assist managers in calling clients for their function guarantees
• Attend designated meetings, take minutes, transcribe and distribute
• Answer telephone inquiries
• Assist managers in calling vendors for specified items
• Continually audit and review office management and administration systems, implementing improvements where necessary and keeping the office appropriately stocked with supplies at all times
• Comply with any other reasonable tasks requested by management and any reasonable request made by a guest
• Ensure and maintain security and confidentiality of information relating to guest/employee data held within the hotel. Re-direct "press calls" at all times to the correct personnel and do not disclose any data to outside sources

Qualifications

• Typing 50-60 wpm and strong computer skills required. Salesforce experience preferred.
• Pleasant disposition and professional appearance.
• Strong communication skills, accurate cash handling and appointment making skills; ability to multitask
• High School education or equivalent.
• Strong Computer Skills required.
• Must be able to speak, comprehend, read, and write English
• Must have strong customer service skills
• Must have ability to implement and uphold service standards
• Must have ability to prioritize and organize work assignments
• Must have ability to interact with all associates and resort guests
• Must be able to effectively handle stressful, high-pressure situations
• Must be able to exert up to 50 pounds of force occasionally and able to constantly lift, carry, pull or push up to 20 pounds of force
• Must be able to stand or walk for long periods of time

Compensation

Base Pay Start Rate: $27.45/Hr.

• group medical, dental, vision, life, disability benefits, and an employee assistance program.
• paid time off/sick time
• participation in a 401(k) plan with a company match