Administrative Assistant (Banquets) - Arizona Biltmore

Pyramid Global Hospitality•Phoenix, AZ

27d

About The Position

The Administrative Assistant (Banquets) at the Arizona Biltmore assists Banquet Managers with administrative duties for the Banquet department. The role supports department communications, maintains banquet office areas, handles calls and scheduling inquiries, processes banquet checks, updates timekeeping records, prepares new associate documentation, manages office supply orders, and prepares and distributes departmental documents. The position is full-time and scheduled Tuesday through Saturday, 10:00 a.m. to 6:30 p.m.

Requirements

Passion and enthusiasm for helping others.
Ability to collaborate in a team environment.
Good listening and communication skills.
Demonstrated ability to work with confidential and sensitive information.
Strong attention to detail while multitasking and delivering work on time.
Proficiency with computers and computer programs, including Microsoft programs.
Availability to work Tuesday through Saturday, 10:00 a.m. to 6:30 p.m.

Nice To Haves

Ability to build trusting working relationships.

Responsibilities

Support communication within the department and with other resort operating departments by retrieving and distributing mail, monitoring radio communication, answering telephones, and monitoring voicemail.
Maintain banquet office areas in a neat and orderly fashion.
Create directional signage and fill shifts.
Answer and respond to incoming telephone calls, including associate schedule inquiries and calls from associates reporting off a scheduled shift.
Generate and process banquet checks as directed, ensuring accuracy and completeness and following Sales Force procedures.
Update WorkDay timekeeping records as necessary to accurately record hours worked and service charge distribution figures.
Prepare necessary documentation for new associates.
Manage Banquet Office Supplies orders initiated by the Banquet Department.
Assist in preparing and distributing departmental documents, including BEOs, work orders, banquet checks, purchase orders, schedules, and signage.
Work to eliminate or reduce risks of injury to guests and associates and damage to property; know and take appropriate action in an emergency.