Catering Services Administrative Assistant

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: [email removed].