Events & Catering Administrative Coordinator

Highgate; Town of Florida, Northern (NY, KY); Hybrid; USD 25,000 - 36,000; Full time

Benefits offered by this job

Medical insurance

Paid holidays

Paid vacation

Retirement plan

Job summary

TradeWinds Island Resort, a Highgate Hotels property, seeks a Catering and Conference Services Administrative Assistant to support the Director of Convention Services, Catering Sales Managers, and Conference Services Managers. You will manage function-space blocking, prepare documents, and assist with proposals while maintaining organized records and coordinating event logistics.

Ideal candidates have experience in hotel or resort settings, strong communication skills, and proficiency with MS

Qualifications

• Experience in hotel or resort, banquet, sales, or conference services preferred.
• High school diploma; bachelor's degree preferred.
• Ability to communicate effectively with customers with patience and diplomacy.
• Ability to work independently and in a team with a positive attitude.
• Knowledge of catering and convention services terminology and processes is a plus.
• Strong attention to detail and accuracy in all tasks.
• Excellent reading, writing, and oral proficiency in English.
• Strong organizational skills and ability to manage multiple deadlines.

Responsibilities

• Act as liaison between Convention Services Managers, Catering Sales Managers, and clients.
• Prepare daily, weekly, and monthly reports.
• Block function space for Group Sales Managers and in-house requests.
• Assist with Sales Office Manager duties in their absence.
• Create and merge contracts and paperwork for bookings.
• Prepare banquet event orders, invoices, resumes, and related documents.
• Maintain filing system and manage documents.
• Prepare managers expense reports and lead qualification.
• Load RFPs and inquiries in operating system.
• Support proposals using Word, Wedding Wire, Proposal Path, CVENT, etc.
• Use MS Word, PowerPoint, Excel, Opera PM, Delphi.fdc, Teams, Outlook, SharePoint.
• Provide guest assistance and coordinate logistics for events and site visits.
• Monitor production goals and performance metrics; compile data for review.
• Carry out general office duties to maintain efficient operations.

Skills

Customer service

Communication

Teamwork

Attention to detail

Multitasking

Education

High School Diploma

Bachelor's Degree preferred

Tools

Excel

Word

Outlook

PowerPoint

Opera PM System

Delphi.fdc

MS Teams

SharePoint

Job description

TradeWinds Island Resort, a Highgate Hotels property, seeks a Catering and Conference Services Administrative Assistant to support the Director of Convention Services, Catering Sales Managers, and Conference Services Managers. You will manage function-space blocking, prepare documents, and assist with proposals while maintaining organized records and coordinating event logistics.

Ideal candidates have experience in hotel or resort settings, strong communication skills, and proficiency with MS