Catering Administrative Assistant - Arizona Biltmore

Pyramid Global Hospitality•Phoenix, AZ

About The Position

The Catering Administrative Assistant is responsible for providing administrative support to the Catering Department, including fielding leads, supporting client communications, and coordinating internal processes to ensure smooth event execution.

Requirements

High School Diploma or GED
Proficient in Microsoft Office Suite (Outlook, Word, Excel)
Prior customer service experience is preferred

Nice To Haves

Some college education preferred but not required
Prior hospitality experience is a plus
Delphi or similar catering software knowledge is a plus
Basic assistant / secretarial experience is a plus

Responsibilities

Field and manage all incoming calls and leads for the Catering Department, and direct inquiries to the appropriate Catering Manager.
Create contracts and send them to clients based on guidance from the Catering Manager.
Generate and send booking tickets to the Reservations team to secure contracted complimentary guest rooms.
Assist with internal reporting.
Merge and complete event resumes for weekly internal resume meetings.
Submit purchase orders (POs) and track invoices to ensure timely payment.
Create tasting menus and assist in preparation and execution of internal tasting events.
Input amenity requests and assist in preparing amenity cards and deliveries.
Input Hilton Honors points following conclusion and payment of applicable events.
Assist with managing client payments in partnership with the Catering Manager.
Coordinate wedding amenity print orders, send one-year anniversary certificates, and request COIs and hold harmless agreements.