Catering and Conference Services Administrative

2 weeks ago

Saint Pete Beach, United States TradeWinds Island Resort Full time

Compensation Type: Hourly Highgate Hotels:
Highgate is a premier real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in U.S. gateway markets including New York, Boston, Miami, San Francisco and Honolulu, with a rapidly expanding presence in Europe, Latin America, and the Caribbean. Highgate’s portfolio of global properties represents an aggregate asset value exceeding $20B and generates over $5B in cumulative revenues. The company provides expert guidance through all stages of the hospitality property cycle, from planning and development through recapitalization or disposition. Highgate also has the creativity and bandwidth to develop bespoke hotel brands and utilizes industry-leading proprietary revenue management tools that identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team consisting of some of the industry’s most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in London, New York, Dallas, and Seattle.

**Location**:
Overview:
**$500 signing-bonus after 4 months of service**

Follow your passion all the way to paradise at TradeWinds Island Resort, a Tampa Bay Times Top Workplace for seven years in a row TradeWinds features two destination resorts just 200 flip flops from one another along the gorgeous Gulf Coast on St. Pete Beach, a Top-Ranked US Beach.

TradeWinds Island Resorts is seeking a Catering and Conference Services Administrative Assistant. This individual is responsible for providing administrative support to the Director of Convention Services, Catering Sales Managers, and Conference Services Managers, and supports Group Sales Department for blocking all function space, and in-house meeting requests.

**Responsibilities**:

- Act as liaison between Convention Services Managers, Catering Sales Managers, and clients in Manager's absence
- Assist in the preparation of daily, weekly, and monthly reports
- Block function space for Group Sales Managers and in-house requests
- Assist with Sales Office Manager duties in their absence
- Create and merge contracts and paperwork to prepare booking for the turnover process
- Assist in the preparation and distribution of banquet event orders, estimated invoices, resumes, and other event-related documentation and track completion status
- Responsible for group billing, deposits, final payments
- Create Diagrams in Social Tables and/or Meetings Matrix for Sales, Catering, and Convention Services Managers
- Maintain filing system
- Prepare managers expense reports
- Lead catcher, qualify leads and initial inquiries. Send resort brochures, menus, documentation, and preliminary proposals
- Load Managers RFPs and inquires in operating system
- Assist Catering Sales Managers with proposals as requested (Word, Wedding Wire, Proposal Path, CVENT, and other lead engines)
- Maintain a functional knowledge of the Agilysys sales and catering software system to provide assistance in the maintaining accounts, including: traces; creating and updating bookings; updating events in the function diary; and preparing banquet event orders
- Answer incoming telephone calls, complete lead forms, and assist guests with questions, changes and special requests. Communicate requests to appropriate departments
- Assist with coordinating logistics information for Tradeshows, Site Inspections and Pre-planning meetings to include transportation, amenities, banquet event orders, schedule of events, etc.
- Support managers in monitoring monthly production goals and performance metrics, compiling data and generating reports for review
- Organize, maintain and monitor office correspondence and general organization of the Conference Services and Catering departments
- Maintain office equipment, order office supplies and general office responsibilities necessary to operate a professional, clean and well maintained office environment
- Complete special projects and reports as assigned by Director of Convention Services, Convention Service Managers and Catering Sales Managers
- Exercise decision making skills to direct requests both internal and external
- Stay up-to-date on upcoming groups and events
- Conduct market research and competitor analysis
- Perform any other job related duties as assigned

Qualifications:

- Previous experience in a hotel or resort, banquet, sales, or conference services preferred
- High School Diploma, Bachelor's Degree preferred
- Ability to effectively communicate with internal and external customers, with high levels of patience, tact and diplomacy
- Ability to work effectively both independently and as part of a team, with a positive attitude and willingness to learn
- Knowledge of catering and convention services terminology, processes, and best practices is a plus
- Strong attention to detai

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