Catering & Conference Services Admin Assistant - Full Time

Omni Hotels•Carlsbad, CA

28d•$27•Onsite

About The Position

The Catering and Conference Services Administrative Assistant is responsible for assisting in the daily operations for events and meeting space to ensure overall client satisfaction. This individual will report to the Director of Catering & Conference Services and handle all administrative duties as assigned by the Catering and Conference Services Department. This brief job profile is to give a general idea of the job and in no way states or implies that these are the only job duties to be performed by the associate in this position. Other duties will be assigned.

Requirements

Must type a minimum of 60 words per minute with accuracy
Good verbal communication skills
word processor/computer skills and basic assistant/secretarial background and experience
Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals
Ability to speak effectively before groups of customers or employees of organization
Ability to apply common sense understanding to carry out instructions furnished in written, oral and diagram form
Ability to deal with problems involving several concrete variables in standardized situations

Responsibilities

Maintain Orderly files / Delphi Accounts.
Handle and follow up on client phone inquiries.
Complete all paper work as directed in a timely matter.
Handle all photocopies, faxes and distribution of BEOs, Contracts and change log.
Call for Guarantees, and Complete changes on BEO's in master file and in Delphi.
Complete Estimates - initial and final
Complete daily reader board agenda in Delphi.
Generate and distribute reservations and amenity request form as directed by Managers, Follow up with Room Service and Front Desk on VIPs and amenity deliveries.
Create Banquet Event Orders, Diagrams and Resumes for managers
Handle all in house meeting inquiries as assigned
Responding to telephone inquiries by determining client's needs and specifications for referral to Catering and Conference Services Managers.
Answering general questions for catering leads
Scheduling site tours for Catering and Conference Services Managers.
Maintain inventory of office supplies.
Establishing rapport with Catering clients and functions as liaison.
Inspect guest rooms/meeting space prior to our pre-planning sites
Additional administrative duties as assigned