Job Details

CATERING COORDINATOR

The Catering Coordinator is responsible to assist with the efficient running of the sales & catering department in line with The Mission Inn Hotel & Spa standards and while meeting employee, guest and owner expectations. The Administrative Assistant will support the Sales & Catering Department Managers and the Vice President of Sales & Marketing in maximizing sales and achieving pre-determined targets.

Responsibilities:

· Assist the Sales & Catering Team in the administrative functions required for effective hotel sales and management.

· Act as Liaison between Manager(s) and clients in Manager's absence. Take booking inquiry information via phone and prepare proper paperwork.

· Answer telephone and respond to caller inquiries speaking in a clear and pleasant manner. Exercise decision making skills to direct caller's request. Accurately record messages for staff and distribute the written messages to the staff members in a timely manner.

· Uses various computer word processing and other software packages to enter data, produce contracts, correspondence, forms, memorandum and other documents.
Follow through with reservations, front desk and accounting accordingly.

· Conduct hotel tours when needed or appropriate.

· Assist Manager(s) with wedding ceremonies when needed.

· Organize, file and retrieve documents in appropriate binders in order to maintain essential records used in the department operation.

· Transport documents weighing up to 25 pounds to offices, mailrooms and other locations throughout the hotel building. Retrieve documents from and place documents into proper receptacles located up to 6 feet high, such as mailboxes, file cabinets, etc.
Type all proposals on a timely basis and create appropriate file.

· Take clear and concise written messages for sales & catering personnel.

· File sales & catering files at the end of the day.

· Prepare sales & catering department mail.

· Prepare sales & catering kits/packets and collateral daily to be used in house and on sales calls.

· Prepare daily reports.

· Distribute mail daily.

· Order office supplies.

· Present a clean, pleasant, professional image to project a positive appearance to potential guests and clients.

· Contribute and work as a "team member" in all facets of the position.

· Perform other services and duties as requested by the department head or Vice President & General Manager.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES:

• Previous office administrative experience preferred
• College degree preferred, but not required
• Strong organizational skills
• Solid computer knowledge, must be proficient with all aspects of Microsoft Office, phone, fax, copy machine
• Must type a minimum of 50 wpm
• Candidate must be comfortable working in a team-based, high pressure atmosphere.
• Ability to work a flexible schedule
• Ability to work holidays, and weekends

· Basic administrative knowledge such as business letters, formats and telephone etiquette.

· Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy.

· Ability to access and accurately input information into a computer using Microsoft Office.

· Ability to follow written and verbal instructions.

· Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation.

· Ability to set-up and maintain filing systems.

· Hotel background preferred.