Admin and Events Assistant

Wilderness Resort•Sevierville, TN

10d

About The Position

Serve as support for the Sales team by maintaining accurate records, tracing files, managing sales activity reports, contracts, and other critical documents; as well as assisting with Catering & Events. Regularly produce documents and reports that are effective, appropriate for the audience, and grammatically and technically accurate; effectively handle guests, owners and clients on the phone by practicing proper phone skills. Act as the first point of contact for administrative inquiries and ensure exceptional service to guests, owners, and clients via phone and written communication, modeling and reinforcing proper phone and email etiquette across the team. Effectively use computer systems and software, including Property Management System, Microsoft Office (Word, Excel, PowerPoint), and other platforms as required. Monitor cut off dates, daily reporting of net numbers, entering rooming lists, assist in overall reporting to include but not limited to group revenue numbers, commissions/rebates, cutoff/pickup, etc. Duties also to include filing and all organizational responsibilities, will be responsible for providing group information for all departments on a weekly basis for the upcoming week. Meet service quality standards that affect guest satisfaction; respond to guest questions or problems in a timely, professional manner. Proficiently support large group arrivals by assisting the front desk and coordinating check-ins, and assist the activities team with group packages, inventory, and related needs, and support banquet setup as necessary based on event needs. Additionally, providing sales support for Catering & Events, including participation in the sales process to include quoting, submitting proposals, completing Banquet Event Orders (BEOs) and/or contracts. Meet the resort standards for work procedures, dress, grooming, attendance, and punctuality; report to work and return from breaks on time; give advanced notice when absence is anticipated; able to work independently with guidance from Sales Managers, Catering & Events Manager, and Director.

Requirements

One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Ability to apply concepts of basic algebra and geometry.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Requires excellent negotiation, and listening and communication skills.
Ability to act independently with little supervision.
Skilled in problem solving and staff training.
Efficiently handle multiple duties.
Requires the ability to operate various office equipment to include a computer, word processing, spreadsheets, voice mail, copier, fax, and calculator.
Requires a good understanding of company policies and procedures.
Working knowledge of resort amenities, room designs, and general golf knowledge.
Ability to handle stressful situations
Good attendance and punctual.
Exhibits professionalism.
Exhibits good grooming habits.
Works efficiently.
Follows all resort and office policies and standard operating procedures.
Conducts themselves in a professional manner with a positive attitude.
Demonstrate strong administrative skills and organizational skills
Must be able to handle multiple tasks in a fast-paced environment with a high degree of accuracy
Computer literate in Microsoft Word, Excel, Windows and shared drive management
Willing to learn Property Management system and other systems as necessary
Must be detail oriented with good organizational skills
Must be able to work a flexible schedule including evenings and weekends
Willingness to train new members in Property Management System and on daily administrative functions

Responsibilities

Answer and direct all service/sales/catering phone calls
Manage incoming calls and emails for events team by responding promptly and professionally to inquiries and requests
Maintain work areas, keeping them neat and organized
Maintain a good working relationship with other departments, employees, and guests
Create files for incoming groups and ensure timely and accurate file maintenance
Input and verify rooming lists
Support Catering and Events by preparing proposals, Banquet Event Orders (BEOs), package forms, internal meeting requests, and contracts by coordinating with clients, guests, and internal staff
Handle bookings and logistics for Wilderness at the Smokies birthday celebrations from contract through execution, including data entry, file management, and internal distribution of event details
Trace outstanding rooming lists to ensure they are entered on or before cutoff dates
Assign rooms and assist front desk with overall room plan as it relates to group arrivals/departures
Cross train with front desk to assist with large group check-ins
Close out groups and bill or invoice them
Handle end of month tax exempts for the property including non-group reservations
Represent Group Sales in group pre/post cons
Order office supplies as needed
Writing and editing of business letters
Assist the Activities team with assembling group packages, managing inventory, and banquet setup as necessary.
Coordinate with vendors, including picking up printed materials or supplies.
Support incoming groups for Soaky Mountain Waterpark
All other duties as assigned by management