Sales - Catering & Conference Services Administrative Assistant

Spa Ojai; Ojai (CA); Hybrid; USD 23,000 - 32,000; Full time

Job summary

Spa Ojai is seeking an Administrative Assistant for Catering & Conference Services to handle front desk inquiries, route calls to managers, and support managers in daily office operations.

The role requires strong MS Office skills, excellent communication, and a calm, professional demeanor in guest interactions. Experience in hospitality software and event coordination is a plus; on-site work in Ojai, CA.

Qualifications

• Essential: Minimum one year administrative experience.
• Essential: Ability to prioritize and organize work assignments.
• Essential: Friendly, professional, caring and helpful demeanor.
• Essential: MS Office including Word, Excel, PowerPoint, Publisher and Email.
• Essential: Excellent verbal and written communication skills.
• Essential: Ability to work without constant supervision, self-motivated.
• Essential: Ability to organize and prioritize duties.
• Essential: Stay calm and courteous with guests.

Responsibilities

• Answer phone calls promptly and direct to appropriate person.
• Create inquiries in Delphi; send wedding or catering information via email; route to Special Events Sales Manager.
• Ensure outgoing correspondence is accurate and on-brand for OVI&S style.
• Maintain office areas and personal work space in organized, clean condition.
• Keep par stock materials up to date (office supplies, brochures, files).
• Maintain BEO & Resume Master Book daily; process weekly/daily BEO distribution.
• Distribute meeting critiques and tally results; follow up on traces.
• Assist with contracts, site profiles, and diagrams; coordinate with F&B for space blocking.

Skills

Year admin experience

Prioritization

Friendly demeanor

MS Office proficiency

Verbal & written communication

Self-motivation

Organizational skills

Guest interaction calmness

Delphi/Daylight familiarity

Opera/Springer Miller

Room Viewer/Meeting Matrix

Tools

Delphi/Daylight

Opera/Springer Miller

Room Viewer/Meeting Matrix

Job description

The Catering & Conference Services Administrative Assistant is the initial point of contact for all incoming calls & inquiries, responsible for routing calls to managers or assisting guests as needed. Provides administrative support to managers and assists guests as needed in the absence of a manager. Responsible for day-to-day running of the office as it directly relates to administrative support for the Catering & Conference Services Department. Efficiently utilizes computers and printers to complete correspondence via email or mail.

STANDARD SPECIFICATIONS

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other associates or guests.

SKILLS AND QUALIFICATIONS

Essential:

1. Minimum one (1) year previous experience in administrative based job;
2. Ability to prioritize and organize work assignments.
3. Friendly, professional, caring and helpful demeanor.
4. Solid computer skills with MS Office including Word, Excel, PowerPoint, Publisher and Email
5. Excellent communication skills, verbal and written.
6. Ability to work without constant, direct supervision, remaining self-motivated.
7. Ability to organize and prioritize job duties and functions.
8. Ability to remain calm and courteous in demanding and difficult guest interaction. Able to analyze and resolve problems, exercising good judgment and consistent with high ethical standards and integrity.

Desirable:

1. Hospitality/catering/conference services experience a plus.
2. Training in customer service/guest relations.
3. Experience with hospitality software including (i.e. Delphi/Daylight, Opera/Springer Miller Systems, Room Viewer/Meeting Matrix)

ESSENTIAL JOB FUNCTIONS

This job description in no way states or implies that these are the only duties to be performed by the associate occupying this position. Associates will be required to perform any other job-related duties assigned by their supervisor.

Daily & Weekly Duties

• Answer phone calls promptly with a polite, upbeat and helpful demeanor. Qualify calls to ensure the guest is being forwarded to the appropriate person.
• Create inquiries in Delphi as they come in via phone, email or walk in; send wedding or catering information via email and route the inquiry to the Special Events Sales Manager. Keep informed as to the daily resort activities and functions.
• Ensure that outgoing correspondence is accurate and presentable and represents OVI&S style and image standards.
• Maintain the physical appearance of the general office areas and personal work area in an organized and clean manner.
• Ensure that the par stock materials are kept up to date, including office supplies, wedding brochures, competitive files, and activity files.
• Maintain BEO & Resume Master Book on a daily basis
• Process weekly & daily BEO Distribution. To include Change Log and Daily Events report.
• Keep files, memo and policy books current.
• Maintain Vendor Policy and Insurance Tracking Spreadsheet.
• Distribute meeting critiques and tally results as required.
• Turn contracts definite, disseminate information and ensure follow up traces are met.
• Process Amenities and welcome notes for arriving clients, VIP’s and site tours for Catering & Conference Services Department.
• Create Agenda & take notes at CCS Weekly Meeting, send recaps following meeting.
• Review banquet checks daily to ensure groups and weddings are posted correctly.

Duties on an as Needed Basis

• Assist clients when Catering & Conference Services Managers are unavailable.
• Create Catering & Wedding contracts.
• Prepare and distribute Site Profiles
• Process & Distribute In House Meetings Banquet Event Orders and Diagrams. Work with F&B division to block spaces in Delphi for special events not related to groups & weddings.
• Proactively assists Catering & Conference Services Department with client requests as needed. Eg. On site changes, questions & special requests.
• Assist Catering & Conference Services managers with revisions on BEO’s, Resumes & Diagrams.
• Set up Pre Con meetings for CCSM’s, maintain invite list, prep client packets and set physical space.
• Show Meeting & Event spaces to clients in the absence of a manager
• Book guest rooms for clients and prospective clients for sites
• Remain current on clientele requirements and event expectations and communicate these specifications with supervisor to ensure guest satisfaction.