Conference Services Administrator

HEI Hotels & Resorts•Anaheim, CA

3d•Onsite

About The Position

Assist the Director of Catering and Conference Service Manager in the administrative functions required for effective convention management. Answer incoming telephone calls, completing a lead form for all inquiries and assist guests with questions, changes and special requests. Ensure no leads are abandoned and all calls are returned promptly (generally within four hours). Communicate requests to appropriate departments. Type all banquet event orders and convention resumes with appropriate cover letters. Type thank you letters and comment cards. Prepare all outgoing correspondence for mailing and file copies. Mail catering and wedding brochures as requested. Maintain filing system according to HEI Hotels and •Resorts standards. File contracts and correspondence daily. Daily pull of trace cards and files. Comply with attendance rules and be available to work on a regular basis. Perform any other job related duties as assigned.

Requirements

Hotel experience preferred.
Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy.
Ability to access and accurately input information into a computer using Microsoft Office Suite software.
Typing proficiency at a minimum of 75 wpm with or without reasonable accommodation.
Ability to follow written and/or verbal instructions.
Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation.
Ability to set-up and maintain filing systems with or without reasonable accommodation.
Effective verbal and written communication skills.
Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, public etc.

Responsibilities

Answer incoming telephone calls, completing a lead form for all inquiries and assist guests with questions, changes and special requests.
Ensure no leads are abandoned and all calls are returned promptly (generally within four hours).
Communicate requests to appropriate departments.
Type all banquet event orders and convention resumes with appropriate cover letters.
Type thank you letters and comment cards.
Prepare all outgoing correspondence for mailing and file copies.
Mail catering and wedding brochures as requested.
Maintain filing system according to HEI Hotels and Resorts standards.
File contracts and correspondence daily.
Daily pull of trace cards and files.
Comply with attendance rules and be available to work on a regular basis.
Perform any other job related duties as assigned.