Administrative Assistant | Advertising & Sales

Omni Hotels & Spas•Nashville, TN

5d•Onsite

About The Position

To handle all Administrative duties as required by the Catering & Conference Services Department. This role involves managing administrative tasks, client interactions, and supporting the sales and event planning process within a large convention hotel setting.

Requirements

Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management and co-workers, both in person and by telephone
Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies.
Ability to work cohesively with co-workers both within and outside of your department
Ability to think clearly, quickly and make concise decisions
Ability to work well under pressure, dealing with many guest requests/questions within a short period of time
Strong organizational skills with the ability to prioritize and multi-task in a fast paced environment.
Ability to prioritize and organize workload to ensure deadlines are met.
Ability to handle stressful situations, while maintaining a calm and welcoming demeanor.
Customer service oriented with a desire to create memorable guest experiences.
Ability to use various office equipment, including but not limited to, calculators, photocopiers and facsimile machines.
Position requires the ability to sit and engage in repetitive motion, including utilizing telephone/computer for extended periods of time or for an entire shift.
Must be able to work a variety of shifts, including nights, weekends, and holidays.
Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
Stand, walk or sit for an extended period or for an entire work shift.
Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.

Nice To Haves

Previous catering, convention services, or sales support experience preferred in a large convention hotel.
Other relevant event, meeting planning, or hotel operations experience will be considered.
College degree preferred.
Delphi experience strongly preferred.

Responsibilities

Answers incoming telephone calls from all Catering and Conference Services phone lines.
Responds to telephone inquiries by determining client's needs and specifications.
Processes all incoming correspondence.
Types all outgoing correspondence.
Maintains inventory of office supplies.
Ensures that all filing systems are maintained according to spec's (Local, Convention and Spin-off).
Gathers and organizes all materials for weekly/monthly reports as directed.
Sells Food & Beverage to small convention groups and one-shot groups.
Handles daily office duties to include Event Reader Boards, Door Cards, BEO Change Log, the Guarantee Sheet and the Daily Report.
Arranges appointments for the Catering and Convention Services leadership team.
Assists with Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Conference Meeting Welcome Packets and Thank You Letters.
Establishes rapport with assigned Catering and/or Conference Services Manager(s) client(s) and functions as their liaison.
Creates resume shells.
Creates Corporate Events memos.
Completes necessary documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests and vendor requests.
Assists with creating and making adjustments to Banquet Event Orders (BEO’s).
Coordinates Pre-Conference Meeting and Post-Conference Meeting Outlook invites.
Works with assigned Catering and/or Conference Manager to ensure that all functions are "tied-down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc).
Performs special projects, and other receptionist duties as assigned.