Sales & Catering Administrative Coordinator

Melrosehoteldc; Tampa (FL); On-site; USD 40,000 - 48,000; Full time

Job summary

Hilton Tampa Airport Westshore is seeking an organized Administrative Assistant to support the Sales & Catering team in Tampa, FL. You will handle correspondence, prepare reports, and assist with reservations while maintaining guest profiles and coordinating with multiple hotel departments.

The role emphasizes strong communication, attention to detail, and the ability to meet deadlines in a fast-paced environment. Prior hotel experience is a plus, and this is a full-time on-site position.

Qualifications

• Education: High School Diploma or GED required, bachelor’s degree preferred
• Experience: 1-2 years administrative support experience, additional hotel front desk experience is preferred
• Ability to work in a standard office environment.
• Prolonged periods of sitting at a desk and working on a computer (6-8 hours a day).
• Excellent written and verbal communication skills.

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

Interpersonal skills

Communication

Attention to detail

Time management

Multitasking

Judgment & problem solving

Tech savvy

Client events coordination

Meeting deadlines

Adaptability

Education

High School Diploma or GED

Bachelor’s degree preferred

Tools

MS Office

Delphi FDC

OnQ

Social media posts

Job description

Hilton Tampa Airport Westshore is seeking an organized Administrative Assistant to support the Sales & Catering team in Tampa, FL. You will handle correspondence, prepare reports, and assist with reservations while maintaining guest profiles and coordinating with multiple hotel departments.

The role emphasizes strong communication, attention to detail, and the ability to meet deadlines in a fast-paced environment. Prior hotel experience is a plus, and this is a full-time on-site position.