Sales & Catering Administrative Assistant

Pacific Palms Resort; California (MO); On-site; USD 23,000 - 32,000; Full time

Job summary

Pacific Palms Resort is seeking an Administrative Clerk for the Sales & Catering Department. This full-time role pays $20.00/hour and requires prior administrative experience in a hotel/resort setting.

You will support clients, maintain files, process payments, and prepare BEOs while coordinating with Sales & Catering managers and other staff. The position emphasizes attention to detail, multi-tasking, and strong knowledge of Delphi systems to access accounts and reports, print reports, and

Qualifications

• Previous administrative experience in the hotel/resort industry preferred.
• Office administration skills a must.
• Proficiency with Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.
• Delphi system knowledge or similar programs preferred.
• Excellent communication and customer service practices.
• Adherence to departmental and property standards and procedures.

Responsibilities

• Assist all clients entering the Sales & Catering Administrative Offices
• Establish and maintain sales & catering files
• Qualify leads and route to the appropriate sales manager
• Explain the Conference Center concept
• Familiar with meeting room locations, size and set-up specifications
• Knowledge of all Catering menus
• Explain roles of Catering Manager, Sales Manager, Conference Service Manager and Wedding Coordinator
• Knowledge of all Sales & Catering managers daily agendas
• Distribute Banquet Event Orders daily
• Assemble all sales kits and catering menus
• Advanced knowledge of Delphi to look up accounts and events
• Print reports and update accounts as needed
• Create Banquet Event Orders (BEOs)
• Print Banquet Event Orders and estimate checks
• Change log
• Handle inquiry calls and direct to sales staff
• Process and record payments for catering events
• Type letters, cover sheets, memorandums, etc.
• Answer Sales-Catering lines and refer inquiries
• Maintain filing systems per specs and keep inventory of office supplies
• Monitor workload of Assistants and adjust as necessary
• Be familiar with Delphi System to access reports
• Demonstrate attention to detail and multi-tasking
• Maintain credit cards
• Provide directions to the resort
• 40+ wpm typing and formatting of letters/reports
• Address management requests promptly

Skills

Office administration

Multi-tasking

Customer service

Communication skills

Typing 40+ wpm

Attention to detail

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Delphi System

Job description

Position Overview:

To handle all Administrative duties as required by the Sales & Catering Department of the resort. This is a Full-Time position and pays $20.00/hour. Previous administrative experience preferred.

Essential Functions:

• Assist all clients entering the Sales & Catering Administrative Offices
• Establish and maintain sales & catering files
• Ability to qualify leads and determine the appropriate sales manager.
• Able to explain the Conference Center concept
• Familiar with all meeting room locations, size and set-up specifications.
• Knowledge of all Catering menus.
• Able to explain the roles of Catering Manager, Sales Manager, Conference Service Manager and Wedding Coordinator
• Knowledge of all Sales & Catering managers daily agendas
• Daily distribution of all Banquet Event Orders
• Ability to assemble all sales kits and catering menus.
• Advanced knowledge of Delphi system to include:
• Look up accounts
• Look up past, future, current events
• Printing reports as needed for position
• Updating accounts
• Creating Banquet Event Orders (BEO’s)
• Printing Banquet Event Ordersand estimate checks
• Change LOG
• Handle inquiry calls, send appropriate collateral or direct calls to sales management staff as necessary.
• Process and record payments for all catering events
• Type letters, cover sheets, memorandums, etc.
• Answer incoming telephone calls - all Sales-Catering lines.
• Responds to telephone inquiries by determining client's needs and specifications for referral to Sales & Catering Managers.
• Ensures that all filing systems are maintained according to spec's (Local, Convention and Spin-off).
• Maintain inventory of office supplies.
• Monitors work load o Assistants and makes adjustments as necessary.
• Be familiar with Delphi System to access accounts and reports
• Strong attention to detail and ability to multi-task is required
• Maintains credit cards
• Able to provide directions to the resort
• Basic clerical skills to include: 40+wpm typing, ability to create and format business letters, memorandums, reports
• Any and all reasonable requests of management

Requirements:

• Previous administrative experience in the hotel/resort industry preferred
• Office administration skills a must
• Knowledge of computer systems required such as Microsoft OfficeWord, Excel, Powerpoint and Outlook)
• Knowledge of Delphi System orsimilar program preferred
• Excellent communication and customer service practices
• Adherence to departmental and property standards and procedures

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.