Event Specialist - Catering & Conference Services (Full-Time)

Sea Island Company; Sea Island (GA); On-site; USD 42,000 - 56,000; Full time

Job summary

Sea Island Company in Sea Island, GA is seeking an Administrative Assistant to provide overall administrative support to the Catering & Conference Services department, upholding company policies and procedures.

Responsibilities include managing reports for the department, handling inquiries, coordinating site visits, booking activities for groups, editing menus in Opera, maintaining supplies, and supporting invoicing and workflow.

Qualifications

• Ability to read, write and communicate effectively in English.
• Proficient in editing and maintaining menus in Opera.

Responsibilities

• Maintain knowledge of all hotel services/functions and hours of operations.
• Distribute and manage all daily reports including, resume, BEO, 10-day.
• Send all group and wedding evaluations. Confirm with Conference Services Manager/Catering Manager on the appropriate recipient.
• Handle inquiry calls according to departmental procedures. Clarify by obtaining pertinent information required.
• Confirm all Site Visit Agendas.
• Book and manage activities for groups as needed.
• Create arrival packets for Meeting Planners.
• Assist with the completion of BEO's and resumes with guidance from the Conference Services Manager.
• Attend planning meeting visits for large programs as needed.
• Attend Pre-Con meetings for large programs as needed.
• Proficiently edit menu documents and maintain menus in Opera.
• Maintain office supply inventory, knowledge of all office equipment, computers and manual systems.
• Retrieve and distribute departmental mail.
• Process requests for overnight mail and other delivery services.
• Type and process amenity orders and BEO's as requested.
• Oversee department invoicing system and maintain timely payment.
• Streamline organization and work flow of the Catering & Conference Services Department.
• Uphold appropriate departmental standards of quality/timing with all requests and special projects.
• Uphold and ensure compliance with all company and departmental policies and procedures.
• Report all equipment problems and maintenance issues, known safety hazards, or unsafe practices and procedures to supervisor immediately.
• Attends all scheduled employee meetings and brings suggestions for improvement.
• Willing and timely execution of other duties as delegated by leadership.

Job description

Basic Job Function
Provide overall administrative support to the Catering & Conference Service department. Uphold and ensure compliance with all company and departmental policies and procedures.

Basic Job Function
Provide overall administrative support to the Catering & Conference Service department. Uphold and ensure compliance with all company and departmental policies and procedures.
Use of Company Vehicle: Not designated to drive a company vehicle
Tasks/Responsibilities

• Maintain knowledge of all hotel services/functions and hours of operations
• Distribute and manage all daily reports including, resume, BEO, 10-day
• Send all group and wedding evaluations. Confirm with Conference Services Manager/Catering Manager on the appropriate recipient
• Handle inquiry calls according to departmental procedures. Clarify by obtaining pertinent information required
• Confirm all Site Visit Agendas
• Book and manage activities for groups as needed
• Create arrival packets for Meeting Planners
• Assist with the completion of BEO's and resumes with guidance from the Conference Services Manager
• Attend planning meeting visits for large programs as needed
• Attend Pre-Con meetings for large programs as needed
• Proficiently edit menu documents and maintain menus in Opera
• Maintain office supply inventory, knowledge of all office equipment, computers and manual systems
• Retrieve and distribute departmental mail
• Process requests for overnight mail and other delivery services
• Type and process amenity orders and BEO's as requested
• Oversee department invoicing system and maintain timely payment
• Streamline organization and work flow of the Catering & Conference Services Department
• Uphold appropriate departmental standards of quality/timing with all requests and special projects
• Uphold and ensure compliance with all company and departmental policies and procedures
• Report all equipment problems and maintenance issues, known safety hazards, or unsafe practices and procedures to supervisor immediately
• Attends all scheduled employee meetings and brings suggestions for improvement
• Willing and timely execution of other duties as delegated by leadership

Physical Requirements

• Ability to kneel, crouch, squat, climb, stand, sit, balance, reach, bend, push, pull and walk for prolonged periods
• Ability to lift, carry, pull and push up to 25 lbs intermittently throughout a shift
• Ability to read, write and communicate effectively in English, both written and verbal
• May be exposed to mechanical, electrical, chemical and fume hazards
• Ability to maintain compliance with Sea Island's Company Resort Professional Image Policy