Catering Services Administrative Assistant

Omni Hotels & Resorts; Port Everglades (FL); On-site; USD 36,000 - 54,000; Full time

Job summary

Omni Hotels & Resorts in Port Everglades, FL, seeks an Administrative Assistant for the Catering & Convention Services team. You will handle a broad range of duties to support event planning, correspondence, and daily office operations.

Responsibilities include answering calls, preparing documents, maintaining filing systems, coordinating meeting logistics, and assisting with BEOs and reporting. The role requires strong customer service, English communication, and the ability to multi-task in a

Qualifications

• Previous catering, convention services experience in a large convention hotel required.
• Previous office and customer service experience in a large convention hotel required.
• Other relevant event, meeting planning, or hotel operations experience may be considered.
• High school education required; college degree preferred.
• Ability to clearly and pleasantly communicate in English with guests, management and co-workers, written, verbally in person, and by telephone.
• Ability to input information into computer systems, with developed computer proficiencies. Delphi experience required. Microsoft Excel, Powerpoint, and Word required.

Responsibilities

• Answers incoming telephone calls from all Catering and Convention Services phone lines.
• Responds to telephone inquiries by determining client's needs and specifications to relay to catering and convention services managers/directors.
• Processes all incoming and outgoing correspondence as assigned.
• Types all outgoing correspondence.
• Maintains inventory of office supplies.
• Ensures that all filing systems are maintained according to event details.
• Gathers and organizes all materials for weekly/monthly reports as directed.
• Sells Food & Beverage to small convention groups and one-shot groups.
• Daily office duties including Event Reader Boards, Door Cards, BEO Change Log/Distribution, the Guarantee Sheet and the Daily Report.
• Weekly office duties including Weekly BEO distribution, Resume distribution, distribution of event reports.
• Arranges appointments for the Catering and Convention Services leadership team.
• Assists with Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Convention Meeting Welcome Packets and Thank You Letters.
• Builds and maintains rapport with assigned Catering and/or Convention Services Manager(s) client(s) and functions as their liaison.
• Creates resume shells, corporate events memos, and all vouchers required for incoming customers.
• Processes and completes all required documentation for requests (telephone, amenity, key, banner, transportation, vendor).
• Assists with creating and adjusting Banquet Event Orders (BEOs).
• Coordinates Pre-Convention and Post-Convention Meeting Outlook invites.
• Supports the planning and execution of in-house meetings as assigned.
• Tracks and monitors deposit payments.
• Communicates clearly across all departments with day-to-day tasks.
• Works with the Catering/Convention Manager to ensure all functions are tied-down 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V).
• Performs special projects and other administrative tasks as assigned.
• Provides coverage for conference concierge team as assigned.

Skills

Strong customer service

Excellent English communication

Strong organizational skills

Multitasking

Ability to work under pressure

Education

High school education

College degree preferred

Tools

Delphi

Microsoft Excel

PowerPoint

Word

Job description

Job Purpose

To handle all Administrative duties as required by the Catering & Convention Services Department.

Essential Job Functions

• Answers incoming telephone calls from all Catering and Convention Services phone lines.
• Responds to telephone inquiries by determining client's needs and specifications to relay to catering and convention services managers/directors.
• Processes all incoming and outgoing correspondence as assigned.
• Types all outgoing correspondence.
• Maintains inventory of office supplies.
• Ensures that all filing systems are maintained according to event detailed (Local, Convention and Spin-off).
• Gathers and organizes all materials for weekly/monthly reports as directed.
• Sells Food & Beverage to small convention groups and one-shot groups.
• Daily office duties to include Event Reader Boards, Door Cards, BEO Change Log/Distribution, the Guarantee Sheet and the Daily Report.
• Weekly office duties to include Weekly BEO distribution, Resume distribution, distribution of event reports, and others as assigned.
• Arranges appointments for the Catering and Convention Services leadership team.
• Assists with Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Convention Meeting Welcome Packets and Thank You Letters.
• Builds and maintains a strong rapport with assigned Catering and/or Convention Services Manager(s) client(s) and functions as their liaison as assigned.
• Creates resume shells, corporate events memos, and all vouchers required for incoming customers.
• Processes and completes all required documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests and vendor requests.
• Assists with creating and making adjustments to Banquet Event Orders (BEO's).
• Coordinates Pre-Convention Meeting and Post-Convention Meeting Outlook invites.
• Supports the planning and execution of in-house meetings as assigned.
• Tracks and monitors deposit payments.
• Communicates clearly and affectively across all departments with day-to-day tasks.
• Works with assigned Catering and/or Convention Manager to ensure that all functions are "tied-down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc).
• Special projects, and other administrative tasks as assigned.
• Provides coverage for conference concierge team as assigned.

Qualifications

• Previous catering, convention services experience in a large convention hotel required.
• Previous office and customer service experience in a large convention hotel required.
• Other relevant event, meeting planning, or hotel operations experience may be considered.
• High school education required; college degree preferred.
• Ability to clearly and pleasantly communicate in English with guests, management and co-workers, written, verbally in person, and by telephone.
• Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies. Delphi experience required. Microsoft Excel, Powerpoint, and Word required.
• Ability to work cohesively and respectfully with co-workers both within and outside of your department.
• Ability to think clearly, quickly and make concise decisions.
• Ability to work well under pressure, dealing with many guest and manager requests/questions within a short period of time.
• Strong organizational skills with the ability to prioritize and multi-task in a fast-paced environment.
• Ability to prioritize and organize workload to ensure deadlines are met.
• Ability to handle stressful situations, while maintaining a calm, welcoming and respectful demeanor.
• Proven strong customer service focus with a passion for creating memorable and personalized guest experiences.
• Expert in operating various office equipment, including but not limited to telephones, computers, calculators, photocopiers and facsimile machines.
• Must be able to work a variety of shifts, including early mornings, nights, weekends, and holidays.
• Position requires the ability to sit and engage in repetitive motion, including utilizing telephone/computer for extended periods of time or for an entire shift.
• Position requires the ability to move at a quick pace for extended periods of time.

Environment & Position Analysis

• Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
• Stand, walk or sit for an extended period or for an entire work shift.
• Requires the ability to perform repetitive tasks, including utilizing telephone/computer for an extended period or for an entire shift.

Equal Employment Opportunity

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available at the following link: EEOC is the Law Poster.