PRIMARY OBJECTIVE OF POSITION:

To be the “first impression” for all guests calling into the Catering Sales department to assist the caller and take inquiries in a friendly, professional manner. To support the Catering Sales team, Conference Services team, and the Director of Catering & Conference Services by ensuring a successful operation of the office administration and daily functions. To work with the Catering Sales & Conferences Services teams to support their objectives to seek out and maximize hotel revenue opportunities.

RESPONSIBILITIES AND JOB DUTIES:

• To ensure the Catering Sales & Conference Services teams are provided with accurate and effective administrative backup, support, and information with which to carry out their roles successfully
• To assist and develop working relationships with external and internal customers, representing the company and becoming a known point of contact
• To provide accurate, up to date information to appropriate internal contacts, responding to requests on time, and maintaining a working knowledge of the hotel’s products and services
• To book all internal department meetings and hotel trainings with internal contacts, booking meeting space, and creating banquet event orders to distribute to operations departments
• To manage all One Year Anniversary stays for wedding clients
• To distribute banquet event orders, BEO counts and changes; communicate effectively and efficiently with the banquet, culinary, and AV teams
• To continually audit and review office management and administration systems, implementing improvements where necessary and keeping the office appropriately stocked with supplies at all times
• To maintain an accurate Delphi database for catering and updating information when necessary. This includes but is not limited to updating seasonal Banquet Menus and updating Delphi resources as needed
• To develop and utilize a working knowledge of Catering Sales & Conference Service Managers’ events within a rolling 10-day cycle
• To manage the Delphi and associated software systems, ensuring operating procedures and standards are met and new staff trained in their operation
• To provide account management support when Catering Sales & Conference Service Managers are out of the office, including but not limited to: checking email, informing managers of any customer issues, assigning follow up to the appropriate manager, and partnering with the Catering Sales and Conference Service managers regarding all catering related responsibilities
• Assist with banquet functions as a registration attendant when needed

PHYSICAL DEMANDS:

• Digital dexterity, e.g., using a computer keyboard, computer/software applications
• Stand, sit, reach, grasp, lift/carry, walk, climb, kneel, squat, bend, push/pull.

SPECIAL SKILLS REQUIRED:

• Sets high personal performance standards with a strong performance record and the ability to work in a fast-paced environment.
• Excellent communication skills in both written and spoken English. Communicates openly and clearly, develops positive working relationships at all levels, and manages conflict effectively.
• Presents compelling arguments that persuade others. Motivate and inspires others to perform.
• Adapts quickly and positively to new situations and continues to be productive in changing circumstances.
• Ability to use and create written (verbal/visual) sources of information, e.g., read reports, procedural documentation, and reference materials.
• Make decisions requiring limited judgment, e.g., task sequencing, filing, and tracking email.
• Perform activities requiring sustained concentration, e.g., training, designing, and planning work.
• Use non-verbal/visual sources of information, e.g., reference graphs, tables.
• Use electronic and oral communication to perform work, e.g., answer telephone, greet visitors, and conduct in-person and virtual meetings, client entertaining, and domestic and international travel.
• Prompt and systematic decision-making skills and prioritizing workload.
• Good interpersonal and presentation skills for working with third-party partners and the internal marketing with an executive team.
• Due to the cyclical nature of sales, the work schedule may vary to reflect the business needs of the hotel/clients.

EDUCATION/ EXPERIENCE /LICENSES OR CERTIFICATES / REQUIRED:

• Two-year degree minimum & Hotel experience preferred