The posting
Support the Sales & Catering team administratively including correspondence, preparing reports, file turnovers and assisting with reservations.
Skills/Knowledge
Required:
- 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 being able to stay focused.
- 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 FDC and OnQ Preferred. Able to assist with our social media posts.
- Contribute creativity when organizing client events and sales blitzes.
- Must be able to meet deadlines, exercise sense of urgency and know how to prioritize.
- Must be able to adapt in a changing environment and demonstrate professional attitude
Responsibilities:
- Support the Sales & Catering team administratively including correspondence, preparing reports, file turnovers and assisting with reservations.
- Provide telephone, 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, track the completion status, and keep files up to date.
- 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.
- Assists sales and catering team in the preparation of Banquet Event Orders and internally distributes to departments when necessary.
- Assists front office team, General Manager and sales team with corporate reservations.
- Assist the Sales & Catering Team with the Resume & BEO Packets for Staff Meeting.
- Prepare and submit purchase orders through iBuy.
- Submit Meeting Planner Hilton Honor Points.
- Send out MPSI Surveys to the team.
- Assist or spearhead the coordination of internal sales events.
- Take sales meeting minutes and distribute.
Requirements:
Education: High School Diploma or GED required, bachelor’s degree preferred
Experience: 1-2 years administrative support experience, additional hotel front desk experience is preferred
- Physical Requirements (In-Office Role)
- Ability to work in a standard office environment.
- Prolonged periods of sitting at a desk and working on a computer. (6-8 hours a day)
- Occasional standing and walking throughout the workday.
- Frequent fine motor skills, use of hands and fingers for keyboarding/typing, utilizing a mouse or trackpad, writing, and operating office equipment.
- Ability to communicate effectively verbally and in writing.
- Occasionally required to stand, walk, bend, reach, or carry items.
- Ability to lift and/or move 10–25 pounds as needed (e.g., files, office supplies).
- Visual ability to read from a computer screen and printed materials including close visual focus for extended periods and color differentiation (for certain roles).
- Ability to hear and participate in conversations and meetings, use phone and/or headset
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.
