Catering Administrative Assistant

The Boca Raton•Boca Raton, FL

4d•Onsite

About The Position

The ideal candidate will schedule appointments, answer incoming phone calls, e-mails, and inquiries, take messages, maintain an appointment calendar, provide clerical support, and relieve supervisors of administrative and business details. Essential Functions include, but are not limited to: Ensuring supervisors have accurate and efficient clerical and administrative support. Maintaining an open line of communication between Resort departments. Answering all incoming calls in a friendly and professional manner, providing information, taking accurate messages, or routing calls accordingly. Composing and typing routine correspondence such as introductory letters, thank you letters, e-mails, vendor agreements, expense reports, master-sub-master account forms, reservation/amenity requests, transportation requests, and labels. Overseeing all guest/client inquiries in a courteous, effective manner or routing accordingly. Assisting managers with basic Amadeus tasks – typing BEOs, merging documents, etc. Generating and distributing site visit agendas and invitations. Preparing Food Labels according to Banquet Event Orders. Scheduling and coordinating appointments for Assigned Managers. Making copies and distributing in a timely and efficient manner. Handling changes and additions to Banquet Event Orders. Maintaining a safe working environment. Reporting and correcting, if possible, any unsafe acts or conditions. Performing other related duties as assigned or requested by managers.

Requirements

Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
Ability to sit for extended periods of time and continuously perform the essential job functions.
Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy.
Excellent verbal and written communication skills required.
Ability to prepare and analyze data, figures and transcriptions prepared on and generated by computer.
Must possess computer skills.
High School graduate or equivalent preferred.
Additional training and education are highly desirable.
Working knowledge of computer systems.
Personal appearance and grooming commensurate with high profile nature of job.
Lifting 50 lbs. maximum with frequent lifting and carrying of objects weighing up to 25 lbs.
Requires walking or standing to a significant degree, as well as reaching, handling, feeling, talking, hearing, and seeing.

Responsibilities

Ensure Supervisor has accurate and efficient clerical and administrative support.
Maintain an open line of communication between Resort departments.
Answer all incoming calls in a friendly and professional manner, providing information, taking accurate messages, or routing calls accordingly.
Compose and type routine correspondence i.e., introductory letters, thank you letters, e-mails, vendor agreements, expense reports, master-sub-master account forms, reservation/amenity requests, transportation requests, labels.
Oversee all guest/client inquiries in a courteous, effective manner or route accordingly.
Assist managers with basic Amadeus tasks – typing BEOs, merging documents, etc.
Generate and distribute site visit agendas and invitations.
Prepare Food Labels according to Banquet Event Orders.
Schedule and coordinate appointments for Assigned Managers.
Make copies and distribute in timely and efficient manner Changes and Additions of Banquet Event Orders.
Maintain a safe working environment.
Report and correct, if possible, any unsafe acts or conditions.
Perform other related duties as assigned or requested by managers.