Catering and Conference Services Administrative Assistant

TradeWinds Island Resort•Saint Pete Beach, FL

1d•Onsite

About The Position

TradeWinds Island Resorts is seeking a Catering and Conference Services Administrative Assistant. This individual is responsible for providing administrative support to the Director of Convention Services, Catering Sales Managers, and Conference Services Managers, and supports Group Sales Department for blocking all function space, and in-house meeting requests.

Requirements

Previous experience in a hotel or resort, banquet, sales, or conference services preferred
High School Diploma, Bachelor's Degree preferred
Ability to effectively communicate with internal and external customers, with high levels of patience, tact and diplomacy
Ability to work effectively both independently and as part of a team, with a positive attitude and willingness to learn
Knowledge of catering and convention services terminology, processes, and best practices is a plus
Strong attention to detail and accuracy in all tasks
Ability to follow written and verbal instructions
Effective verbal and written communication skills. Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, and clients
Excellent reading, writing & oral proficiency in the English language
Strong organizational skills, with the ability to prioritize tasks, manage multiple deadlines, and maintain attention to detail
Ability to multitask and prioritize tasks in a fast paced environment
Must have working knowledge of Excel, Word, Outlook, Power Point
Strong guest service orientation
High standard of appearance
Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation
Occasional lifting and carrying of equipment or materials weighing up to 25 pounds may be required

Responsibilities

Act as liaison between Convention Services Managers, Catering Sales Managers, and clients in Manager's absence
Assist in the preparation of daily, weekly, and monthly reports
Block function space for Group Sales Managers and in-house requests
Assist with Sales Office Manager duties in their absence
Create and merge contracts and paperwork to prepare booking for the turnover process
Assist in the preparation and distribution of banquet event orders, estimated invoices, resumes, and other event-related documentation and track completion status
Responsible for group billing, deposits, final payments
Create Diagrams in Social Tables and/or Meetings Matrix for Sales, Catering, and Convention Services Managers
Maintain filing system
Prepare managers expense reports
Lead catcher, qualify leads and initial inquiries. Send resort brochures, menus, documentation, and preliminary proposals
Load Managers RFPs and inquires in operating system
Assist Catering Sales Managers with proposals as requested (Word, Wedding Wire, Proposal Path, CVENT, and other lead engines)
Use Software applications such as: MS Word, Power Point, Excel, Opera Property Management System, Delphi.fdc, Teams, Outlook SharePoint.
Maintain a functional knowledge of the Agilysys sales and catering software system to provide assistance in the maintaining accounts, including: traces; creating and updating bookings; updating events in the function diary; and preparing banquet event orders
Answer incoming telephone calls, complete lead forms, and assist guests with questions, changes and special requests. Communicate requests to appropriate departments
Assist with coordinating logistics information for Tradeshows, Site Inspections and Pre-planning meetings to include transportation, amenities, banquet event orders, schedule of events, etc.
Support managers in monitoring monthly production goals and performance metrics, compiling data and generating reports for review
Organize, maintain and monitor office correspondence and general organization of the Conference Services and Catering departments
Maintain office equipment, order office supplies and general office responsibilities necessary to operate a professional, clean and well maintained office environment
Complete special projects and reports as assigned by Director of Convention Services, Convention Service Managers and Catering Sales Managers
Exercise decision making skills to direct requests both internal and external
Stay up-to-date on upcoming groups and events
Conduct market research and competitor analysis
Perform any other job related duties as assigned