Catering and Conference Services Administrative Assistant
US-FL-St Pete Beach
Hourly
Req #: 67551
Type: Full-Time
|
|
||||||||
|
|||||||||
Overview: Follow your passion all the way to paradise at TradeWinds Island Resort, a Tampa Bay Times Top Workplace for seven years in a row! TradeWinds features two destination resorts just 200 flip flops from one another along the gorgeous Gulf Coast on St. Pete Beach, a Top-Ranked US Beach. TradeWinds Island Resorts is seeking a Catering and Conference Services Administrative Assistant. This individual is responsible for providing administrative support to the Director of Convention Services, Catering Sales Managers, and Conference Services Managers, and supports Group Sales Department for blocking all function space, and in-house meeting requests. Responsibilities: * Act as liaison between Convention Services Managers, Catering Sales Managers, and clients in Manager's absence * Assist in the preparation of daily, weekly, and monthly reports * Block function space for Group Sales Managers and in-house requests * Assist with Sales Office Manager duties in their absence * Create and merge contracts and paperwork to prepare booking for the turnover process * Assist in the preparation and distribution of banquet event orders, estimated invoices, resumes, and other event-related documentation and track completion status * Responsible for group billing, deposits, final payments * Create Diagrams in Social Tables and/or Meetings Matrix for Sales, Catering, and Convention Services Managers * Maintain filing system * Prepare managers expense reports * Lead catcher, qualify leads and initial inquiries. Send resort brochures, menus, documentation, and preliminary proposals * Load Managers RFPs and inquires in operating system * Assist Catering Sales Managers with proposals as requested (Word, Wedding Wire, Proposal Path, CVENT, and other lead engines) * Use Software applications such as: MS Word, Power Point, Excel, Agilysys S&C and Versa, Teams, Outlook SharePoint. * Maintain a functional knowledge of the Agilysys sales and catering software system to provide assistance in the maintaining accounts, including: traces; creating and updating bookings; updating events in the function diary; and preparing banquet event orders * Answer incoming telephone calls, complete lead forms, and assist guests with questions, changes and special requests. Communicate requests to appropriate departments * Assist with coordinating logistics information for Tradeshows, Site Inspections and Pre-planning meetings to include transportation, amenities, banquet event orders, schedule of events, etc. * Support managers in monitoring monthly production goals and performance metrics, compiling data and generating reports for review * Organize, maintain and monitor office correspondence and general organization of the Conference Services and Catering departments * Maintain office equipment, order office supplies and general office responsibilities necessary to operate a professional, clean and well maintained office environment * Complete special projects and reports as assigned by Director of Convention Services, Convention Service Managers and Catering Sales Managers * Exercise decision making skills to direct requests both internal and external * Stay up-to-date on upcoming groups and events * Conduct market research and competitor analysis * Perform any other job related duties as assigned Qualifications: * Previous experience in a hotel or resort, banquet, sales, or conference services preferred * High School Diploma, Bachelor's Degree preferred * Ability to effectively communicate with internal and external customers, with high levels of patience, tact and diplomacy * Ability to work effectively both independently and as part of a team, with a positive attitude and willingness to learn * Knowledge of catering and convention services terminology, processes, and best practices is a plus * Strong attention to detail and accuracy in all tasks * Ability to follow written and verbal instructions * Effective verbal and written communication skills. Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, and clients * Excellent reading, writing & oral proficiency in the English language * Strong organizational skills, with the ability to prioritize tasks, manage multiple deadlines, and maintain attention to detail. * Ability to multitask and prioritize tasks in a fast paced environment * Must have working knowledge of Excel, Word, Outlook, Power Point and Agilysys. * Strong guest service orientation * High standard of appearance * Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation * Occasional lifting and carrying of equipment or materials weighing up to 25 pounds may be required.
Share this job:
