Administrative Assistant

2 weeks ago

Desert Hot Springs, California, United States Omni Hotels & Resorts Full time

Company Overview


Omni Hotels & Resorts is a renowned hospitality company that has been offering Southern hospitality at its best since 1766. Located in the Allegheny Mountains of Virginia, we are a four-season resort that boasts superb restaurant dining experiences, championship golf, spa, winter sports, and numerous other activities ideal for families and corporate outings.



Salary


The estimated salary for this Administrative Assistant - Convention Services Coordinator role is around $45,000 - $60,000 per year, depending on experience and qualifications.



Job Description


The Administrative Assistant - Convention Services Coordinator is responsible for assisting in the daily operations for events and meeting space to ensure overall client satisfaction. This individual will report to the Director of Catering and Convention Services and handle all administrative duties as assigned by other members of the Conference Services Department.



Responsibilities



  • Answer phones, type correspondence, and assist guests and managers as needed.
  • Organize, maintain, and monitor office correspondence and general organization of the Conference Services Department.
  • Follow all corporate, hotel, and department policies and procedures.
  • Maintain an accurate and detailed calendar for the daily appointments, meetings, phone calls, due dates, and event-related deadlines.
  • Assist in the preparation of daily, weekly, and monthly reports.
  • Provide total customer satisfaction through proper etiquette, politeness, professionalism, and efficient service.
  • Answer phones within three rings and in a manner that corresponds with the phone scenarios set forth by Omni Hotels.
  • Type correspondence, including letters, memos, emails, and other department reports as instructed. Responsible for clearly and concisely producing the BEOs and managing the change logs.
  • Provide the office with overall organization by maintaining up-to-date files, preparing and implementing proper labeling, preparing accurate messages, etc.
  • Maintain office equipment, order office supplies, and general office responsibilities necessary to operate a professional, clean, and well-maintained office environment.
  • Assist with coordinating logistics and distributing information for site visits and groups, including transportation, amenities, banquet event orders, schedule of events, etc.
  • Complete and distribute detailed site alerts that are timely and thorough.
  • Serve as a liaison between Conference Service Managers and other hotel departments.
  • Manage and maintain department collateral material (i.e., sales kits, menu packets).
  • Work effectively and efficiently in Delphi, Opera, Go Concierge, and other software programs.
  • Process and distribute paperwork to clients and hotel operational departments (i.e., proposals, menus, banquet event orders, contracts, etc.).
  • Qualify telephone inquiries by determining clients' needs and specifications and properly refer clients to a Catering Manager, Sales Manager, or Convention Service Manager.
  • Complete special projects and reports as assigned by Convention Service Managers and Director of Convention Services.
  • Process internal and external VIP requests.
  • Assist in travel plans and scheduling for managers.
  • Assist with additional office coverage when necessary.
  • Be knowledgeable and informed on Omni Hotels, The Homestead, industry information, competition, and general market conditions.
  • Sort, screen, and distribute incoming and outgoing mail.


Qualifications



  • 3-5 years of resort experience in convention services/catering is preferred.
  • Must have working knowledge of Excel, Word, Outlook, PowerPoint, and Delphi.
  • Must be organized and detail-oriented.
  • Must be able to handle multiple tasks at one time.
  • Strong guest service orientation.
  • High standard of appearance.
  • Good organizational skills.
  • Extremely flexible and willing to work required hours.
  • Proven self-starter (assertive).
  • Effective communication skills (both oral and written).


Benefits


Omni Hotels & Resorts offers a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect, gratitude, and empowerment day in and day out.



Others


We are an equal opportunity/AA/Disability/Veteran employer. If you are a friendly, motivated person with a passion to serve others, the Homestead may be your perfect match.

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