Job Summary
To provide full administrative support to the Events Sales Managers, ensuring the smooth operation and organization of the department. Assist with incoming inquiries when possible and perform any other reasonable tasks as requested by management. Represent the hotel in accordance with company standards of dress, grooming, and hygiene at all times. Additionally, support the Events Sales Managers and Events Sales Executives in areas such as contracting, invoicing, and deposit collection to enhance overall billing accuracy and efficiency
Essential Duties and Responsibilities
• Maintain the Hotel Code of Conduct at all times.
• Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
• Professionally answer all general telephone calls and manage guest expectations in absence of other members of the team, communicating with appropriate departments as necessary.
• Handle all incoming groups and events enquiries, both via phone and email, qualifying and distributing in absence of other members of the team.
• Conduct show arounds during absence of managers and executives.
• Prepare and distribute all material and correspondence relative to the successful operation of the department such as contracts, daily events, expense reports, leaves calendar, banquet event orders, change logs, diagrams, equipment request, petty cash expense management and other reasonable tasks as requested.
• Promptly distribute last minute changes to all relevant departments in the absence of managers and executives.
• Audit event Sales database through Salesforce/Delphi.
• Conduct bi-annual competitor site analyses.
• Process complimentary night/entertainment requests forms for the members of the team.
• Process expense reports and reimbursements forms for the team.
• Accurately maintain all active Event files.
• Maintain and update departmental SOPs.
• Order office supplies and maintain office equipment.
• Perform daily, weekly and monthly, or as needed, administrative duties.
• Consistently offer professional, friendly and engaging service.