Sales and Catering Administrative Assistant

Driftwood Hospitality • Rockwall, TX

86d

About The Position

The Sales and Catering Administrative Assistant supports the Sales & Events departments. This position reports to the Director of Sales & Marketing, adheres to Company standards and accepts other responsibilities as assigned. The Hotel operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting times, and hours worked in a week.

Requirements

• High School Diploma required; bachelor’s degree preferred.
• 1-2 years administrative support experience, additional hotel front desk experience is preferred.
• Must be self-directed, motivated and demonstrate intuitive customer service and interpersonal skills.
• Effectively deals with internal and external customers, with high levels of patience, tact, and diplomacy.
• Communicates clearly, concisely, and openly in all interactions.
• Has exceptional attention to detail, organizational, analytical and time management skills.
• Multi-tasks and prioritizes in a fast-paced work environment.
• Exercises sound judgment: evaluates situations and utilizes appropriate and creative resources to solve problems.
• Is technologically savvy, with a working knowledge of Microsoft Office, Delphi, PMS.

Responsibilities

• Support the Sales & Catering team administratively including correspondence, preparing reports, and assisting with reservations.
• Provide telephone and message support for the department and respond to inquiries in a timely, clear, and pleasant manner.
• Exercise decision making skills to direct requests both internal and external.
• Maintain guest profiles, contacts and additional necessary records used in the Sales & Catering operation.
• Assist the Sales & Catering team with the preparation of contracts, proposals and addendums and track the completion status.
• Act as liaison between Sales & Catering Managers and clients in Sales & Catering Managers' absence.
• Take booking inquiry information via phone and prepare proper paperwork.
• Handle reservations for VIP guests and clients.
• Ensure that all arrangements, including upgrades and amenities, are handled properly.
• Coordinate with other departments through verbal and written instructions.
• Block group & meeting space specifications and ensure that accurate information is collected and entered in the reservations system.
• Communicate with all hotel departments as appropriate.
• Ensure prompt attention to time sensitive requests by hotel colleagues.
• Order office supplies and collateral inventory for Sales & Catering Department and Executive Offices.
• Complete additional projects as assigned.
• Assist sales and catering team in the preparation of Banquet Event Orders and internally distribute to departments when necessary.
• Assist front office team, General Manager and sales team with travel agent and corporate reservations.
• Assist sales, catering, and accounting team with scheduling, collecting, and ensuring accurate and on time delivery of group deposits.
• Prepare detailed and quality Group Resumes and internally distribute to all necessary departments to proactively and appropriately convey pertinent group information to team.

Benefits

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance
• Room Discounts
• Employee Food and Beverage Discounts

What This Job Offers

• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees