The posting
The Catering & Group Dining Administrator provides administrative and operational support to the Catering & Conference Services team and directly manages the Group Dining function, helping drive revenue and ensure the efficient planning, communication and execution of group dining, social and special events. This role requires strong organization, attention to detail, independent judgment and a service-focused approach while coordinating information and business decisions between clients, catering managers, restaurant leaders and resort departments.
Core Job Responsibilities:
- Provide day-to-day administrative support to the Catering & Conference Services team while independently managing assigned Group Dining business and priorities.
- Directly manage Group Dining inquiries from initial lead through contracting and turnover, including proposals, availability, pricing within established guidelines, event details and client communication.
- Enter, update and maintain accurate event, account and contact information in Delphi and other applicable sales and catering systems, and maintain Group Dining pipeline, production and forecast reporting.
- Prepare and distribute banquet event orders, event resumes, change notices and related documentation to appropriate resort departments.
- Independently evaluate Group Dining requests and make decisions within established guidelines regarding space, menus, minimums, timing and operational feasibility; escalate exceptions or material business risks as appropriate.
- Coordinate Group Dining execution with restaurant leadership, Culinary, Banquets, Finance and other resort departments, exercising discretion to resolve operational issues and protect the guest experience and revenue opportunity.
- Assist with client correspondence, telephone calls, appointment scheduling, site inspections and follow-up requests.
- Maintain organized electronic and physical event files and ensure required documentation is complete and current.
- Manage Group Dining billing and administrative processes, including deposits, payment information, master account documentation, invoicing coordination and communication with Accounting as needed.
- Prepare and analyze Group Dining production, pace, conversion and revenue reports and make recommendations to leadership regarding opportunities, process improvements and business priorities.
- Coordinate menus, signage, amenity requests, vendor documentation and miscellaneous event requirements as assigned.
- Assist managers with event changes and last-minute requests and communicate updates to Banquets, Culinary, Audio Visual, Hotel Operations and other supporting departments.
- Serve as the primary point of contact for assigned Group Dining clients and exercise independent judgment to resolve routine business and service issues within established authority.
- Assist with site inspections and client visits by preparing meeting spaces, collateral, menus and presentation materials.
- Maintain departmental supplies, forms, collateral and administrative resources.
- Maintain strong working relationships with clients, vendors and resort departments and perform other job-related duties as requested.
- Support large programs, high-profile events and peak business periods as needed.
Qualifications:
- Candidate must be at least 21 years of age.
- Strong organizational skills and ability to function effectively under time constraints.
- Excellent interpersonal and customer service skills to deal effectively with clients and business contacts.
- Ability to plan, organize and execute multiple assignments within established timelines.
- Ability to communicate information clearly and professionally in both written and verbal form.
- Detail oriented with demonstrated problem-solving skills and strong follow-through.
- Ability to maintain accuracy while managing frequent changes and competing priorities.
- Professional appearance and demeanor.
- Ability to work independently, exercise discretion and independent judgment on matters affecting Group Dining operations, client experience and departmental priorities, while collaborating effectively as part of a team.
- This is a salaried position and requires flexibility based on business needs, including occasional evenings, weekends and holidays.
Preferred:
- Previous hospitality, catering, restaurant group dining, events, sales administration or related experience preferred; experience independently managing client/event business is strongly preferred.
- Proficient in Microsoft Office, including Outlook, Word and Excel.
- Working knowledge of Delphi or other similar catering sales systems preferred.
- Working knowledge of Tripleseat or other event management software is a plus.
- Food Handler’s Card and Alcohol Awareness Card, or ability to obtain as required.
- Proof of eligibility to work in the United States.
- Catering software and/or CRM software knowledge a plus.
SMGHA, its affiliates and subsidiaries will make reasonable accommodations in compliance with applicable law.
Physical Demands:
- Must have good positive energy to make it through the day.
- Must be observant and quick to respond to various situations.
- Must be able to move quickly through work and set the pace in the office and/or venue.
- Must be able to sit and/or stand for extended periods of time.
- Must be able to twist, tow (push or pull), reach, bend, climb and carry as necessary.
- Must be able to push and lift up to 10 lbs.
- Ability to use hands to handle, or feel objects, tools or controls.
- Ability to reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl.
- Ability to talk, hear, taste, and smell to include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
- Must be tolerant to varying conditions of noise level, temperature, illumination, and air quality.
- May be exposed to smoke.
- The noise level in the work environment is usually moderate to loud.
Equal Opportunity Employer:
Palms provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
Palms, its affiliates and subsidiaries will make reasonable accommodations in compliance with applicable law.
We are committed to making a work environment where the growth and well-being of our team members is the top priority. Join our team today!
