Job description
Job Description
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Overview: To provide administrative support to the Catering Department. Support the Director of Catering & Conference Services, Director of Conference Services, and assigned Managers with day-to-day operations and ensure communication in their absence.
Essential Duties and Responsibilities:
- Promptly answer telephone calls and emails following Rosewood brand standards using clear and positive communication. Communicate information accurately and timely to managers and disseminate information and facts to relevant accounts and applicable departments.
- Maintains an accurate and updated filing system for all correspondence and collateral.
- Prepares and develops all Sales & Catering related reports.
- Inputs and maintains contact, account, and opportunity information in the sales system. Maintain account/booking files and ensure all information is included via the turnover checklist and SOP.
- Schedules & Prioritize workload to meet deadlines of all Managers and ensure that all Managers receive messages in a timely manner.
- Prepare and distribute all correspondence, including proposals, contracts, event reports, Resumes, BEOs, etc., for assigned managers, ensuring that all correspondence is accurate to relevant departments throughout the resort.
- Liaise with other Resort Departments to help ensure Sales clients’ needs are met/exceeded.
- Coordinates BEO, Resume, and Pre & Post Conference Meetings with all departments to ensure professional execution of events.
- Facilitate all In House & Programming Event Details.
- Assist Catering Sales Team with all Site preparation and support with sales kits/brochures.
- Assist Managers with sales calls and the preparation of amenities for individual reservations/VIPS.
- Work with the Catering team on detailing upcoming functions as needed, and obtain and confirm details as needed. Assist guests and clients will small changes, requests, etc., and completed needed paperwork for Managers.
- Is always a “Brand Ambassador” and ensures brand integrity and clarity are always maintained.
- Monitor/Ordering/Printing of sales collateral to ensure proper pars are kept.
- Perform desired special assignments and projects as requested by management. Handle incoming inquiries and customer questions, problems, and concerns professionally.
- Maintain positive inner-hotel relationships with all hotel departments to expedite efficient communication.
- Performs checkbook maintenance
- Models the Company’s culture, vision, mission, and core values always.
Required Skills:
I. Technical skills and Knowledge
- Appreciation of hotel and distribution systems
- Demonstrate an affinity with technology
- Ability to use various office equipment
- Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management, and co-workers, both in person and by telephone.
II. Work Management
- Ability to manage multiple tasks simultaneously.
- Ability to prioritize and organize workload to ensure deadlines are met.
- Thinks globally
- Ability to manage short-term and long-term objectives/projects
- Strong organizational skills with the ability to prioritize and multitask in a fast-paced environment.
III. People Management
Creates work environment that:
- Energizes, motivates, and supports employees.
- Foster a climate of open communication, trust, and respect.
- Encourages team behavior.
- Effectively communicates with all levels.
- Customer service orientated with a desire to create memorable guest experiences.
IV. Other/Attributes
- Passionate and dedicated
- Is patient yet persistent
- Culturally aware and sensitive
V. Contacts (Key Relationships)
Internal
- Catering & Conference Services Managers
- Group Sales Managers
- Marketing Managers
- Director of Catering & Conference Services
- Directors of Sales & Marketing
- Operational Team Members
External
- Sales & Marketing peers within the industry and through professional associations.
- Local Vendors & Consultants.
Qualifications:
- Diploma/College/Bachelor’s Degree or a relevant field of work or an equivalent combination of education and work-related experience.
Experience:
- 2+ years of progressive work-related experience in the hotel industry is required.
- Hotel operational exposure (i.e., Front Office, Food & Beverage) preferred.
- Experience with catering, convention services, or sales support is preferred in a luxury environment.
The pay scale for this position is between $23.00 and $25.00/hour. This is the pay range for this position that the Hotel reasonably expects to pay.
Rosewood Miramar Beach requires all associates to be up to date on their COVID-19 vaccination, including receiving a booster if eligible. Accordingly, applicants will be required to submit proof of vaccination prior to beginning employment and may only begin employment if fully vaccinated. In accordance with the law, Rosewood Miramar Beach will accommodate applicants and employees who cannot be administered the COVID-19 vaccine for medical or religious reasons, if to do so would not be an undue hardship. Applicants should contact anita.kwok@rosewoodhotels.com if they have questions about this requirement or wish to request an accommodation under the law.
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