Catering Administrative Assistant/Reservations Coordinator

Hulsing Hotels/ Earth Fare / Accucare•Asheville, NC

1d•$18 - $20

About The Position

The Catering/Reservations Coordinator is an administrative role in the Crowne Plaza Hotel Sales & Catering Department and reports to both the Director of Catering and Convention Services and the Director of Sales. This primarily support-focused role also serves as a first point of contact for clients. It involves clerical and reception work, some cash handling and billing as needed, and assisting clients with inquiries about the resort’s activities and recreation, food and beverage outlets, meeting facilities, hospitality, and services. The position supports sales, catering, reservations, and group operations by handling communications and leads; preparing and distributing contracts, event orders, signs, menus, and other collateral; managing reservation and group-account details; and processing charges, payments, and deposits as needed. Other tasks may be assigned by the CSM or DOS.

Requirements

High school education level.
Strong work ethic and self-motivation.
Stable work history.
Commitment to client and guest satisfaction.
Strong orientation toward teamwork.
Sense of loyalty to the company.
Manual dexterity for computer input.
Strong verbal and written communication skills.
Capable of driving.
May be required to lift up to 50 pounds.
Must be able to remain seated for 60% of the shift.
Must be able to work under variable temperature conditions, including extreme heat or cold, and varying noise levels.

Nice To Haves

Hospitality experience preferred.

Responsibilities

Screen and direct telephone calls, take leads, and distribute them to Sales and Catering managers.
Welcome clients and on-property contacts.
Create and route new contracts, amendments, and supporting documents for Sales and Catering managers.
Attend weekly departmental meetings.
Create, change, organize, and distribute BEOs.
Print collateral for the Front Desk and Reservations Department.
Create, print, and distribute signs for groups and events.
Create and print collateral, menus, flyers, and food labels for the Restaurant and Kitchen.
Distribute forms and updates daily, weekly, and monthly.
Submit Medallia surveys to groups.
Generate and distribute weekly and end-of-month reports.
Post group charges, payments, and deposits as needed.
Monitor and manage responses across communication channels.
Assist clients with inquiries by explaining the features, benefits, capabilities, and limitations of resort activities and recreation, food and beverage outlets, meeting facilities, hospitality, and services.
Accurately enter reservations into the system and return calls left on the voice messaging system.
Contact guests about declined payment methods when advance payment is required for reservations.
Process third-party reservations.
Pre-assign incoming groups as necessary.
Check that PM accounts for upcoming groups are checked in and route group charges to PM accounts.
Charge guest deposits and no-show charges as necessary.
Monitor hotel room availability and group-reservation inventory.
Complete other tasks as needed by the CSM or DOS.