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Special Events Sales Assistant

4 months ago

Honolulu, United States 604 Hospitality Group Full time
Job DescriptionJob DescriptionCompany Overview

Founded in 2016, Restaurant 604 offers the best waterfront dining experience for military families, local residents, and those just passing through to enjoy a quality meal with excellent service.

Our success comes from the loyalty and dedication of our team, the Ohana. We are proud to employ nearly 300 team members, making 604 one of Hawaiis largest locally-owned restaurant operators. Together, we strive to impact our community by becoming one of the best workplaces in Hawaii.

The success of Restaurant 604 launched the family of 604 restaurants, including 604 Express, The Beach House by 604, Mangiamo by 604, 60fore Bar & Grill, 604 Ale House and 604 Clubhouse. Our family of restaurants features an enjoyable experience for all with great food, live music, breathtaking views, and exceptional service with Aloha.

PROGRAM OVERVIEW
The Special Events Sales Assistant provides administrative support to ensure efficient office operations. Additionally responsible for various administrative tasks related to client inquiry and correspondence, the assistant carries out daily office duties, including calendar monitoring and onsite client support of the special events among all 604 Hospitality affiliated locations.

DUTIES AND RESPONSIBILITIES:
Provides administrative support to the sales and special events team to ensure efficient office operations.
Answers phone calls and inquiries, responds to emails, schedules meetings, and communicates team calendar events accordingly.
Supports clientele inquiries with accurate company knowledge, achieving guest satisfaction and operational consistency.
Assist events team members with invoicing, collecting payments, and arranging and hosting property tours as needed.
Carries out administrative duties such as filing, typing, copying, binding, scanning, etc.
Exhibits polite and professional correspondence via phone, e-mail, and mail.
Supports the events team by performing tasks and errands related to the organization.
Maintain office supply inventory by monitoring the stock to determine inventory level, anticipating needed supplies, and expediting and fulfilling orders as needed.
Assist event team members in acquiring new business by developing new and continued business relationships with respectable clients within the community, including but not limited to influential people, tour & civic groups, local businesses, military personnel/associations, etc.
Help oversee opening and closing duties to ensure they are completed correctly and that office area cleanliness and maintenance are achieved daily.
Assist with inventory and maintenance of par levels for banquet/event items.
Provide excellent customer service to guests and leadership to reporting employees.
Assist with preparing monthly and annual sales reports as needed.
Help the event team book and facilitate site tours.
Work closely with the BOH and FOH Management to provide a seamless experience.
Help with soliciting and promoting special event business through advertising, cold-calling, contacting past customers, creating and maintaining relationships with local businesses and other cost-effective activities when needed.
Help prepare invoices and secure customer signatures for confirmation and payment.
Support the VP of Sales and Marketing to maintain an updated and detailed price sheet of all billable products and services that accurately reflect today's costs and the companys profit objectives.
Assist with obtaining all specifications and pertinent information concerning the event, including but not limited to the event date, time, duration, headcount, and menu.
Help the event team review upcoming events' function sheets and thoroughly understand all requirements for upcoming scheduled events.
Assist in coordinating event services, such as signage, displays, special needs requirements, printing, and event security.
Confer with the location event management to synchronize event setup details and staffing.
Responsible for professionally collaborating with the Executive Chef, FOH, and BOH management for effective and successful handoff of all event bookings.
Help the events team ensure inspection of the event room/area(s) before the start of each function (check room setup, menu, service staff, etc.) to ensure it conforms to the function sheet when needed.
Must be available to work extended hours when helping finalize event details and may be required to be available evenings, holidays, and weekends. (Overtime will be paid but will need to be approved by VP of Sales & Marketing).
Must wear appropriate business casual attire for administrative days and banquet events. Attire includes a business casual top or 604 company shirt and black pants or shorts. Skirts and dresses are not permitted during banquet events. When working administrative days, business casual attire is required in compliance with the company managers dress code. Ripped jeans, sweatpants, leggings, and athletic or leisure wear are not permitted at any time.
Performs other duties as assigned

Qualifications:
Must be able to multitask and have superior organizational, analytical, and reporting skills
Positive attendance and work performance record.
Developed skills in supply management and inventory control.
Attention to detail and accuracy while maintaining and meeting critical deadlines.
Strong computer and administrative skills, focused on word processing. Programs include G-Suite (i.e., Docs, Sheets, Slides, etc.).
Ability to work long hours, including weekends and/or holidays.
Excellent communication and interpersonal skills
Ability to communicate effectively, both orally and in writing, consistently exhibiting professionalism and Aloha.
Maintain strict confidentiality.

Education and Requirements:
High school diploma or equivalent education required
3 years of administrative assistant experience
Knowledge of appropriate software, including Google Suite
Valid drivers license, current automobile insurance, and positive driving record clear of violations
Ability to frequently sit for extended periods of time, as well as occasionally walk, bend, climb, push/pull, lift, and carry up to 35 pounds.