Hotel Sales & Catering Coordinator

One Ocean Resort & Spa; Tampa (FL); On-site; USD 32,000 - 44,000; Full time

Job summary

One Ocean Resort & Spa in Tampa, FL is seeking an organized Administrative Assistant to support the Sales & Catering team with correspondence, reports, and reservations. The role requires strong communication, attention to detail, and the ability to manage multiple tasks in a fast-paced hotel environment.

You will handle contracts, proposals, and addendums, maintain guest profiles, coordinate with departments, and assist with events and meetings, ensuring deadlines are met and service excellence

Qualifications

• Must be self-directed, motivated and demonstrate intuitive customer service and interpersonal skills.
• Effectively deals with internal and external customers, with high levels of patience, tact and diplomacy.
• Communicates clearly, concisely, and openly in all interactions.
• Has exceptional attention to detail, organizational, analytical and time management skills.
• Multi-tasks and prioritizes in a fast-paced work environment being able to stay focused.
• Exercises sound judgment; evaluates situations and utilizes appropriate and creative resources to solve problems.
• Is technologically savvy, with a working knowledge of Microsoft Office, Delphi FDC and OnQ Preferred. Able to assist with our social media posts.
• Contribute creativity when organizing client events and sales blitzes.
• Must be able to meet deadlines, exercise sense of urgency and know how to prioritize.
• Must be able to adapt in a changing environment and demonstrate professional attitude.

Responsibilities

• Support the Sales & Catering team administratively including correspondence, preparing reports, file turnovers and assisting with reservations.
• Provide telephone, message support for the department, and respond to inquiries in a timely, clear and pleasant manner.
• Exercise decision-making skills to direct requests both internal and external.
• Maintain guest profiles, contacts and additional necessary records used in the Sales & Catering operation.
• Assist the Sales & Catering team with the preparation of contracts, proposals and addendums, track the completion status, and keep files up to date.
• Act as liaison between Sales & Catering Managers and clients in Sales & Catering Managers' absence. Take booking inquiry information via phone and prepare proper paperwork.
• Handle reservations for VIP guests and clients.
• Ensure that all arrangements, including upgrades and amenities, are handled properly.
• Coordinate with other departments through verbal and written instructions.
• Block group & meeting space specifications and ensure that accurate information is collected and entered in the reservations system.
• Communicate with all hotel departments as appropriate. Ensure prompt attention to time sensitive requests by hotel colleagues.
• Order office supplies and collateral inventory for Sales & Catering Department and Executive Offices.
• Complete additional projects as assigned.
• Assists sales and catering team in the preparation of Banquet Event Orders and internally distributes to departments when necessary.
• Assists front office team, General Manager and sales team with corporate reservations.
• Assist the Sales & Catering Team with the Resume & BEO Packets for Staff Meeting.
• Prepare and submit purchase orders through iBuy.
• Send out MPSI Surveys to the team.
• Assist or spearhead the coordination of internal sales events.
• Take sales meeting minutes and distribute.

Skills

Self-directed

Customer service

Communication

Attention to detail

Time management

Prioritization

Problem solving

Tech savvy

Social media

Event planning

Deadline-driven

Adaptable

Education

High School Diploma or GED

Bachelor’s degree preferred

Tools

Microsoft Office

Delphi FDC

OnQ

iBuy

Job description

One Ocean Resort & Spa in Tampa, FL is seeking an organized Administrative Assistant to support the Sales & Catering team with correspondence, reports, and reservations. The role requires strong communication, attention to detail, and the ability to manage multiple tasks in a fast-paced hotel environment.

You will handle contracts, proposals, and addendums, maintain guest profiles, coordinate with departments, and assist with events and meetings, ensuring deadlines are met and service excellence