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$22/hr–$25/hr
Full-time
Posted 21d ago
~40 hrs/week
Responsibilities
Provide comprehensive administrative support to Sales and Catering managers to ensure the smooth execution of hotel events. Responsibilities include managing BEOs, handling client communications, and coordinating with Food & Beverage teams.
Requirements
Requires at least two years of administrative experience and fluency in English. Candidates must possess strong technical skills in office software and the ability to handle multiple priorities under general supervision.
Full job description
JOB SUMMARY
The Sales and Catering Admin has overall responsibility for providing administrative support for Sales and or/Catering and for the
efficient and smooth execution of all catering events. Individual must utilize available resources to provide excellent customer satisfaction. Requires
knowledge of, and adherence to, hotel’s policies and procedures and all Sales/Catering policies, systems and procedures. The Sales & Catering
Admin will meet or exceed sales standards, taking corrective action as needed to ensure standards are maintained. Work hours/days vary as
directed by the business needs and can include weekends and Holidays.
ESSENTIAL JOB FUNCTIONS
This description is a summary of primary responsibilities and qualifications. The job description is not intended to include all duties or qualifications that may be required now or in the future. 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.
ESSENTIAL FUNCTIONS
Administrative support – general
Provided administrative support to both the Sales & Catering Sales Mangers:
Established and maintains accurate files and trace system for the hotel
Maintains Delphi system certification requirements
Prepares and distributes mail
Distributes group resumes/BEO and all other pertinent customer communication to insure service
Answers calls, uncover client needs and forward calls to appropriate sales team member
Maintains and orders office supplies and sales collateral as needed and within budget
Completes daily and weekly sales reports for sales team
If assigned to New market Systems Analyst responsibilities, Sales & Catering Assistant will be provided with a supplemental job requirements outlining these NSA duties & responsibilities
Administrative support – SALES
Provides administrative support to the Group Sales Managers:
Verifies and communicates group daily event guarantees
Places follow-up calls to clients upon completion of events, sends thank you and comment card.
Maintains rapport with competitive hotels catering staff to align both hotels to receive overflow referrals
Completes RFP accordingly and timely
Checks for incoming leads on the hour and distributes to sales managers per market guidelines (when assigned this duty by DOS&M)
Administrative support – CATERING
Provides administrative support to the Catering Sales Managers:
Generates and distributes Banquet Event Orders
Maintains Banquet Event Orders
Prepares weekly event packets and distributes to all department proper to weekly BEO meeting
Coordinates the BEO meeting with all departments to ensure professional execution of events
Coordinates events
Works closely with Food & Beverage Managers/Supervisors and Banquet Staff at both hotels to ensure all details are followed as specified by client
Assists with any event changes and special catering related requests
Verifies timely completion of contract, credit applications and billing procedures
KNOWLEDGE, SKILLS & ABILITIES
Experience
Two year’s administrative experience or any combination of similar education and experience
Language Skills: Read, write and speak English fluently. Ability to communicate effectively and professionally with other business departments, guests and vendors. Ability to diplomatically deal with difficult situations and people, while exhibiting a consistent level of professionalism.
Technical Skills: Computer skills, including spreadsheets, word processing and email.
Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, report or schedule form.
Other Skills & Abilities: Experience in meeting deadlines and multiple priorities of business demands as required. Possess basic knowledge of business contracts. Able to work with general supervision. Operate office equipment such as, but no limited to, printers, fax machine and copiers.
PHYSICAL DEMANDS
Frequent walking, standing, sitting, hearing, talking, smiling. Lifting of objects weighing up to ten (10) pounds.
Westmont Hospitality is a recognized name and has come to represent integrity, reliability and results in the hospitality industry since 1975. What started with a single hotel in North America, it has grown to become one of the largest privately held hospitality organizations in the world including the United States, Canada, Europe, Asia and Africa.
Westmont Hospitality has a very diversified portfolio ranging from 2–5 star properties, full service to limited service business hotels, large conference hotels, aparthotels, boutique hotels and high-end luxury hotels.
Offices: Houston, TX, US · Toronto, Ontario, CA · London, GB · Luxembourg, LU · Tokyo, JP