Job Details
Basic Job Function:
Provide overall administrative support to the Catering & Conference Services department. Uphold and ensure compliance with all company and departmental policies and procedures.
Minimum Requirements:
Minimum one (1) year administrative/clerical experience
* Hospitality experience preferred
* High School Diplomas
* Some college course work preferred
Proficient in Windows XP and Microsoft Office software applications such as: Word, Excel, PowerPoint and Outlook
* Social Tables experience preferred
Minimum typing skill of 45+ wpm
* Must pass Typing, Data Entry, Telephone Message Taking, and Customer Service skill testing
* Proficient with peripherals, copier, fax, telephone and calculator
* Ability to provide simple math calculations
* Must have ability to courteously present information to people in one-on-one and group situations
* Ability to work independently and take responsibility of making independent decisions when necessary
Consistently aspires to fulfill our core Company values (Respect, Integrity, Passion, Teamwork, Accountability, Caring, Loyalty & Trust)
* Exhibits the Sea Island Five-Star Behavior Standards with guests, members and co-workers
* Must possess a positive attitude and have the ability to work with a variety of people and in cooperation with coworkers efficiently and effectively
* Must be detail oriented and able to manage competing priorities and multiple deadlines in a fast paced environment
* Ability to easily adapt to organizational and environmental changes
* If applicable, must be flexible to working days, early mornings, evenings, weekends, and holidays
* Report to work at the scheduled time, neatly groomed and in compliance with company Dress Code Policy
Tasks/Responsibilities:
Maintain knowledge of all hotel services/functions and hours of operation
* Distribute and manage all daily reports including, resume, BEO, 10-day
* Handle inquiry calls according to departmental procedures. Clarify by obtaining pertinent information required
* Confirm all Site Visit Agendas
* Book and manage activities for groups as needed
* Create arrival packets for Meeting Planners
* Assist with the completion of BEO's and resumes with guidance from the Conference Services Manager
* Attend planning meeting visits for large programs as needed
* Attend Pre-Con meetings for large programs as needed
* Proficiently edit menu documents and maintain menus in Opera
* Maintain office supply inventory, knowledge of all office equipment, computers and manual systems
* Retrieve and distribute departmental mail
* Process requests for overnight mail and other delivery services
* Print all menus and place cards as requested
* Type and process amenity orders and BEO's as requested
* Oversee department invoicing system and maintain timely payment
* Streamline organization and work flow of the Catering & Conference Services Department
* Uphold appropriate departmental standards of quality/timing with all requests and special projects
* Maintains cleanliness and organization in all work areas
* Uphold appropriate departmental standards of quality/timing
* Uphold and ensure compliance with all company and departmental policies and procedures
* Report all equipment problems and maintenance issues, known safety hazards, or unsafe practices and procedures to supervisor immediately
* Attends all scheduled employee meetings and brings suggestions for improvement
* Willing and timely execution of other duties as delegated by leadership
Physical Requirements:
* Ability to kneel, crouch, squat, climb, stand, sit, balance, reach, bend, push, pull and walk for prolonged periods
* If appli