Sales / Catering / Convention Services Administrative Assistant

Effective Date:  August 21, 2024

Department:                      Sales/Catering/Convention Services Department

Job Title:                              Administrative Assistant/Group Billing Coordinator

Reports to:                          Director of Sales

Hours:                                   8:00am-5:00pm weekdays

PRIMARY OBJECTIVE OF POSITION:

To assist and support the Sales and Catering Department by performing administrative functions, sales/services support, and group billing support.

RESPONSIBILITIES AND JOB DUTIES:

Adhere to all hotel policies and procedures, must attend all scheduled meetings, and must perform all other job tasks as requested by management.

Answers telephones promptly and courteously.  Takes accurate messages and directs both telephone inquiries and e-mail inquiries to proper manager.  Retrieves voice mail messages left on main sales line continually throughout day.  Must be retrieved and forwarded to the appropriate manager daily. 

Must ensure that arrangements are made for adequate coverage when away from work area by Sales Assistant so clerical tasks such as greeting clients, answering phones, making copies for guests, etc. do not have to be completed by managers.

Greets clients promptly, courteously and with enthusiasm; assist them thoroughly and in the same manner.

Works directly with Director of Catering/Convention Services, Director of Weddings, Catering Manager/Director of Sales/Sales Manager

Creates daily guest signage, reader boards and other signage as needed. Ensures that all signage is accurately posted Monday through Friday and bellman has accurate signage to be posted on Saturday and Sunday. Compiles and distributes BEO packets for every department no later than Tuesday afternoon of each week. Distributes changes to BEO’s to all departments as needed.

Assists Managers with catering tickets, meal vouchers, parking vouchers, etc.

Responsible for booking small in-house meetings in Maestro and creating BEO’s for these events for distribution internally.

In absence of Director of Catering/Convention Services, Director of Weddings, Catering Manager, assists in contacting banquet department staff, set-up staff and audio-visual staff to handle guest needs.

Monitors client correspondence in response to leads

Keeps sales and catering offices fully stocked with menus sets on a weekly basis. Creates wedding packets and ensures that all areas have ample stock.

Accurately prepare billing and process invoices for groups

Conduct daily meetings with meeting planners to reconcile and sign off for approval of daily group banquet checks.

PHYSICAL DEMANDS:

• Must be able to sit and stand for extended periods of time and walk using stairs throughout the hotel.

SPECIFIC SKILLS REQUIRED:

• Ability to type 45 to 60 words a minute.
• A minimum of two years administrative/clerical experience.
• Highly proficient in knowledge and use of personal computer programs (including Microsoft Office Word and Excel) and Outlook e-mail.
• Familiarity with use of hotel Property Management Systems computer program(s) preferred, though not required.  Ability to quickly gain knowledge of/expertise in new computer programs. 
• Must be fluent in English – both spoken and written.
• Excellent verbal, written and interpersonal communication skills required completing forms, correspondence, written reports, and in order to communicate well with clients and co-workers.