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Catering Services Administrative Assistant

Omni Hotels

Fort Lauderdale, FL

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JOB DETAILS
SKILLS
Administrative Skills, Analysis Skills, Audiovisual, Calculators, Catering Services, Communication Skills, Computer Systems, Copying Machines, Customer Support/Service, Delphi, Documentation, English Language, Establish Priorities, Event Management, Fax Machines, Fitness, Food and Beverage Industry, Information Technology & Information Systems, Inventory Management, Leadership, Lift/Move 40 Pounds, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Office Equipment, Organizational Skills, Photocopy, Plan Meetings, Restaurant, Sales, Telephone Skills, Time Management
LOCATION
Fort Lauderdale, FL
POSTED
4 days ago
Omni Fort Lauderdale Hotel

The Omni Ft. Lauderdale Hotel is a 29-story hotel, located at 1950 Eisenhower Blvd, and connected directly to the Broward County Convention. The property offers 801 guest rooms and suites, multiple restaurants, a vibrant rooftop bar, a sprawling pool, spa, and fitness center. The hotel has over 120,000 square feet of indoor and outdoor meeting and event space, including a grand ballroom, junior ballroom, 25 breakout rooms and pre-function meeting space with waterfront views.

JOB PURPOSE: To handle all Administrative duties as required by the Catering & Convention Services Department.

ESSENTIAL JOB FUNCTIONS:
  • Answers incoming telephone calls from all Catering and Convention Services phone lines.
  • Responds to telephone inquiries by determining client's needs and specifications to relay to catering and convention services managers/directors.
  • Processes all incoming and outgoing correspondence as assigned.
  • Types all outgoing correspondence.
  • Maintains inventory of office supplies.
  • Ensures that all filing systems are maintained according to event detailed (Local, Convention and Spin-off).
  • Gathers and organizes all materials for weekly/monthly reports as directed.
  • Sells Food & Beverage to small convention groups and one-shot groups.
  • Daily office duties to include Event Reader Boards, Door Cards, BEO Change Log/Distribution, the Guarantee Sheet and the Daily Report.
  • Weekly office duties to include Weekly BEO distribution, Resume distribution, distribution of event reports, and others as assigned.
  • Arranges appointments for the Catering and Convention Services leadership team.
  • Assists with Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Convention Meeting Welcome Packets and Thank You Letters.
  • Builds and maintains a strong rapport with assigned Catering and/or Convention Services Manager(s) client(s) and functions as their liaison as assigned.
  • Creates resume shells, corporate events memos, and all vouchers required for incoming customers.
  • Processes and completes all required documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests and vendor requests.
  • Assists with creating and making adjustments to Banquet Event Orders (BEO's).
  • Coordinates Pre-Convention Meeting and Post-Convention Meeting Outlook invites.
  • Supports the planning and execution of in-house meetings as assigned.
  • Tracks and monitors deposit payments.
  • Communicate clearly and affectively across all departments with day to day tasks.
  • Works with assigned Catering and/or Convention Manager to ensure that all functions are "tied-down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc).
  • Special projects, and other administrative tasks as assigned.
  • Provides coverage for conference concierge team as assigned.
QUALIFICATIONS:
  • Previous catering, convention services experience in a large convention hotel required.
  • Previous office and customer service experience in a large convention hotel required.
  • Other relevant event, meeting planning, or hotel operations experience may be considered.
  • High school education required, college degree preferred.
  • Ability to clearly and pleasantly communicate in English with guests, management and co-workers, written, verbally in person, and by telephone
  • Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies. Delphi experience required. Microsoft Excel, Powerpoint, and Word required.
  • Ability to work cohesively and respectfully with co-workers both within and outside of your department
  • Ability to think clearly, quickly and make concise decisions
  • Ability to work well under pressure, dealing with many guest and manager requests/questions within a short period of time
  • Strong organizational skills with the ability to prioritize and multi-task in a fast-paced environment.
  • Ability to prioritize and organize workload to ensure deadlines are met.
  • Ability to handle stressful situations, while maintaining a calm and welcoming and respectful demeanor.
  • Proven strong customer service focus with a passion for creating memorable and personalized guest experiences.
  • Expert in operating various office equipment, including but not limited to, telephones, computers, calculators, photocopiers and facsimile machines.
  • Must be able to work a variety of shifts, including early mornings, nights, weekends, and holidays.
  • Position requires the ability to sit and engage in repetitive motion, including utilizing telephone/computer for extended periods of time or for an entire shift.
  • Position requires the ability to move at a quick pace for extended periods of time.
ENVIRONMENT & POSITION ANALYSIS
  • Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
  • Stand, walk or sit for an extended period or for an entire work shift.
  • Requires the ability to perform repetitive tasks, including utilizing telephone/computer for an extended period or for an entire shift.


Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link:

EEOC is the Law Poster.

Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.

If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to: applicationassistance@omnihotels.com.

About the Company

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Omni Hotels