What are the responsibilities and job description for the Administrative Asst - Catering position at Flying Horse Resort & Club?
Flying Horse Resort and Club, located in the heart of Colorado Springs, is a premier destination for luxury, comfort, and world-class hospitality. Our resort offers an exceptional experience with top-notch amenities including two championship golf courses, luxury hotel, state-of-the-art fitness club, rejuvenating spa, fine dining options, and more.
Our Flying Horse team is composed of dedicated professionals who strive to deliver unparalleled service to our guests. We value diverse skill sets and experiences, as they contribute to our dynamic and vibrant work environment. We're continually seeking to expand our team with individuals who have a passion for hospitality and a commitment to creating memorable experiences for our guests.
Join us at Flying Horse Resort and Club, your success starts now.
ROLE & RESPONSIBILITIES:
The Catering Administrative Assistant provides administrative and operational support to the Director of Catering and Conferences, Conference Manager(s), and Event Manager. This position serves as a key point of contact for incoming catering and event inquiries by phone and email, introducing Flying Horse as a potential host for upcoming events in a welcoming, sincere, and professional manner.
This role is responsible for maintaining accurate and current information within the sales and catering software program, Delphi, while supporting the daily administrative needs of the Catering Department and office. The Catering Administrative Assistant will report daily activities to the Director of Catering and Conferences as needed and will work closely with department leadership to review priorities, goals, and assigned tasks.
Administrative Support
- Provide administrative support to the Catering and Conference Services management team.
- Maintain a clean, organized, and professional personal workspace.
- Maintain the overall organization and upkeep of the office, including the appearance and cleanliness of shared spaces, supply cabinets, public filing cabinets, copiers, shredders, and other office equipment; submit Asset Essentials requests as needed for repairs and maintenance.
- Maintain office supplies, printed materials, menus, and general departmental organization.
- Review emails and voice messages at the beginning of each shift, as they may affect daily priorities.
- Ensure all messages are addressed and assigned tasks are completed by the end of each shift. If any items remain outstanding, they must be prioritized for immediate follow-up at the start of the next workday.
- Perform additional administrative and hospitality-related duties as assigned.
Delphi and Event Administration
- Maintain accurate and current information in Delphi.
- Update menu offerings and pricing in Delphi annually, or as needed, for all applicable materials, including the catering packet, holiday packet, golf packet, conference packet, and related documents.
- Assist with creating daily and weekly event reports, event resumes, and the distribution of event information to internal teams.
- Reconcile banquet checks in Delphi promptly following each event and email completed information to Accounting to ensure invoices are sent to clients without delay.
- Create room diagrams as needed or requested by management.
- Maintain the monthly “Done” BEO Report.
- Maintain appropriate PAR levels of dietary indicator cards.
Inquiry Management and Communication
- Facilitate all incoming inquiries by phone and email, gathering all pertinent information on an inquiry form or transferring voicemail inquiries to the appropriate catering manager.
- Log all inquiries.
- Assist with lead assignment, with management support as needed.
Event Materials and Department Resources
- Create specialty signage, food labels, menu indicator cards, drink tickets, Steakhouse Experience event menus, breakfast vouchers, and custom menu cards as needed for events.
- Twice annually, on January 1 and June 1, make any necessary updates to The Restaurant Locator and Dining Guide based on revisions provided by the Senior Conference Services Manager.
- Check Clubhouse mailboxes regularly.
Other Responsibilities:
- Participate in departmental and club activities as needed.
- Attend in-house meetings as requested.
- Answer incoming calls
- Log inquiries
- Assign leads, with assistance as needed
- Process billing chits and Delphi banquet checks
- Maintain the BEO Binder
- Send Monday reminder email (e.g., distribution date guide)
- Send resume reminder email and distribute packets
- Prepare and distribute BEO Distro packets
- Complete E-Reader updates
- Update the Monthly White Board Calendar for the current month, adding new events as they are booked
- Place supply orders as needed
QUALIFICATIONS & EDUCATIONAL REQUIREMENTS:
- Strong customer service skills
- Excellent verbal and written communication skills
- Strong organizational and problem-solving abilities
- The ability to interact with members, clients, guests, and fellow employees with tact, diplomacy, and professionalism
- The ability to work effectively under deadlines and manage changing priorities in a fast- paced environment
- Strong attention to detail and follow-through
ADDITIONAL NOTES:
This position reports directly to the Director of Catering and Conferences for the fulfillment of assigned functions and responsibilities. Secondary reporting relationships include the Catering Sales Managers and Senior Conference Services Managers.
This position will have regular interaction with all departments, as well as industry-related contacts, and is expected to conduct all relationships in a manner that supports the overall marketing and operational success of the company.
This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.
BENEFITS FOR FULL TIME JOBS:
Flying Horse Resort & Club offers a comprehensive benefits package, including medical, dental, and vision insurance; company-paid life insurance; and short-term and long-term disability coverage and paid time off. Additionally, we provide a 401(k) retirement plan with an employer match. All benefits are subject to the terms of the applicable plan documents, including eligibility requirements and waiting periods, as required by law.
Salary : $21 - $23