Hotel Sales & Catering Administrative Assistant

HOUSTONIAN•Houston, TX

12h

About The Position

Plays a key role and supports catering sales, planning, coordination and execution of group meetings, social events and planned food and beverage functions. Reports directly to the Director of Sales & Catering Operations and supports Catering Sales Managers, Conference Service Managers, Group Sales Managers and Sales & Catering administrative teams. Works closely with the Front Office, Banquets, Audio Visual and Culinary teams to provide an excellent guest experience. This role is critical to maintaining the luxury standard and reputation of The Houstonian Hotel, Club & Spa while upholding the highest levels of discretion and professionalism.

Requirements

High school diploma or equivalent required. College degree preferred.
Strong interpersonal skills, ability to prioritize work, excellent organizational skills and initiative to improve Catering and Conference services, products and processes.
Excellent presentation, creativity, sales and negotiating proficiency, verbal and written communication skills are essential.
Must be able to handle multi-task, with strong attention to detail.
Must have ability to handle sensitive and confidential information appropriately.
Solid judgment skills and abilities. Must have high level of professionalism, be flexible and have poise.
Dynamic, enthusiastic, creative coordinator who thrives under pressure and is able to perform multiple functions and troubleshooting when needed.
Highly developed customer service skills with strong attention to detail.
Proficient computer skills, including but not limited to Microsoft Word, PowerPoint, Excel, and Outlook.
Must be able to work a flexible schedule including night, weekends and holidays.
Knowledge of the operations of the hotel industry, previous Hotel Catering experience required.
Hours required: Scheduled days and hours vary based on departmental needs.
Must be able to meet the following minimum physical requirements for at least an eight-hour shift:
Physical Stamina: Physical requirements of this position include having the ability to: sit for extended periods of time, stand and walk, see and read a computer screen and printed matter with or without vision aids, enter data into computer, operate standard office equipment, use a telephone, hear and understand at normal levels and on the telephone, speak so that others may understand at normal levels and on the telephone, stoop, reach overhead, grasp, push, pull, move or lift up to 30 lbs. on an occasional basis.
Hearing / Speech: Must be able to effectively engage in one-on-one communication with guests, members, and customers and use a 2-way radio to communicate clearly and accurately with co-workers.
Vision: Must be able to accurately read instructions, reports, and log sheets. Must be able to work with computers and PDAs in varying light conditions.
Literacy: Must be able to analyze and process written information from a variety of sources and effectively communicate content of reports.
Chemicals/Agents: Must be able to work safely with chemicals according to SDS sheets and all applicable laws, codes and regulatory requirements.

Responsibilities

Returns emails and phone calls in a timely fashion and to ensure an accurate and professional tone in all correspondence.
Knowledgeable about hotel, club and spa offerings and effective in communicating information to members and guests.
Assists clients in booking hotel meeting and event spaces, supporting the efforts of the sales & catering team as well as providing services directly to the client.
Acquires detailed information from social customers and develops an internal resume outlining all guest details, event information, transportation, VIPs, billing, special notes and directives for all social events and room blocks.
Assist managers in the planning of small corporate and social events. Assigned events may include pop-up meetings within a two-week period and small social events with nominal spend. Planning includes budgeting, detailed check-lists, basic logistics, décor, linen, floral, transportation, upscale food & beverage, obtaining guarantees, audio visual, onsite execution, post event reports.
Create BEOs for hospitality, vendor and dressing rooms for social events.
Complete Banquet Event Orders and ensure BEOs are delivered in a timely and accurate fashion. Ensures that pop-up event BEOs are hand delivered immediately upon booking.
Calls for and issues attendance guarantees for all special and private events 10 business days in advance of arrival.
Coordinates numerous events simultaneously and obtains information from members and guests to communicate to operational departments in a timely manner.
Other duties as assigned.