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JOB OVERVIEW: Provide administrative support for Sales, Catering and Conference Services, including computer input, tracing, answering telephones, printing reports, departmental records/logs, and other miscellaneous tasks. Candidate must be courteous, prompt and efficient in handling all matters pertaining to the specific market segment. Positive and collaborative team spirit.

REPORTS TO:  Director of Sales & Marketing and Sales Managers

KEY RELATIONSHIPS:  Internal: Director of Marketing, Director of Sales & Marketing, Sales Managers, Catering & Conference Service Managers. Other departments including Reservations, Front Office, Accounting, Restaurant & Inn Room Dinning and Banquet. 

 External: Hotel clients, guests and business partners.

STANDARD SPECIFICATIONS: These requirements reflect an intermediate level of knowledge, skills, and abilities necessary for the role. To succeed, the candidate must demonstrate the capability, proficiency, and aptitude to effectively perform each responsibility, while adapting to evolving challenges and maintaining a high standard of performance.

QUALIFICATIONS:

Essential:

1.   High School graduate
2.  Ability to communicate with proper grammar in English with guests/visitors and hotel personnel.
3.  Ability to provide legible communication.
4.  Ability to compute basic mathematical calculations.
5.  Proficient typing skills and Intermediate in Microsoft Office Suites.
6.  Desire and ability to continually learn and grow.

Desirable: 

1.  Some college or business school training.
2.  Knowledge of hotel operation systems (Opera, Salesforce, Cvent, Delphi)
3.  Hospitality customer service experience.

SKILLS:

Essential:

1. Ability to input and access data in computer.
2. Ability to promote positive relations with all customers and other employees.
3. Ability to provide clear and pleasant telephone communication in English with proper grammar.
4. Ability to anticipate callers’ needs and comply with such to ensure caller’s satisfaction.
5. Ability to be a clear thinker who can remain calm in stressful situations.
6. Ability to focus attention on details, be well organized, and follow-up when necessary.
7. Ability to collaborate with other departments as part of a team.

Desirable:

1.  Previous experience as an assistant in sales, catering, conference services
2.  Experience working in a luxury or premium hotel environment

ESSENTIAL JOB FUNCTIONS:

1. Maintain knowledge of all hotel services/features and hours of operation. As well as knowledge of departmental policies and procedures.
2. Demonstrate the ability to learn and effectively utilize the daily systems and reports required by the team.
3. Answer telephone within three rings, using correct salutations and telephone etiquette.
4.  Respond to inquiry calls in accordance with departmental procedures. Qualify space requests by gathering relevant information, then find best course of action based on each situation.
5.  Maintain inventory levels and reorder office supplies as necessary.
6. Establish and maintain filing system procedures and be prepared for new client files.
7. Make photocopies and process as specified.
8. Attend designated meetings as requested/required.
9.  Type and send contracts, addendums, proposals, and any other reports requested by managers.
10.  Assist Catering & Conference Service Teams with the creation of event documents.
11.  Submit all contracts to Director of Sales for review and approval.
12.  Process and code commission invoices for Accounting and Sales Departments.
13. Create and submit amenities as requested by managers.
14.  Send client evaluation survey at the conclusion of each event.
15.  Maintain a professional attitude appearance at work and when representing the hotel.
16. Provide support and assistance with special projects and requests from sales, catering and conference service team.

Salary:

$22.00 an hour