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Primary Responsibilities & Essential Functions
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- Handles requests for information, mail and messages in an efficient and courteous manner, including logging and deliver to guests and meeting rooms
- Manager VIP guest coordination, ensuring upgrades, amenities, and note cards are handled properly, coordinating with other departments through oral and written instruction
- Assist in mailing, emailing out catering & sales information including proposals, contracts, banquet event orders, thank you letters, and other correspondence to clients and potential clients
- Assists in gathering detailed information for events from clients
- Manage and maintain Opera Sales and Catering operating system, including inputting event details into Opera S&C system
- Printing daily reports and compiling weekly, monthly, and annual reports when required
- Maintain client files, not limited to creating and closing out events.
- Assist Sales Manager in set-up and execution of all external events.
- Books all in-house meetings for internal departments and committees
- Ensures that catering collateral is always available at Front Desk and Catering Office
- Assist with special events as requested
- Organize and expedite flow or work, follow up on pending matters, communicate and interpret instructions, and communicate information to clients and/or staff
- Complete and/or coordinate activities related to assigned projects; assist in establishing project timelines, action steps, status updates
- Follow up, as appropriate, to ensure timely execution to meet established deadlines
- Works closely with other departments to ensure that complete, concise information goes to both clients and staff members who will be working directly with each wedding or social activity and event
- Keeps an accurate history file of each event; writes follow-up correspondence
- Establish and maintain good communications and teamwork with fellow employees and other departments within the hotel
- Have knowledge of and assist in emergency procedures as required
- Assist other departments when needed to ensure world class service to guests
- Adhering to all company policies, procedures, and business ethic code
- Attend meetings as required by management
- Must maintain composure and objectivity while in stressful, high-pressure situations
- Must be effective in handling problems in the workplace, including anticipating, preventing, identifying, and solving problems, as necessary
- Must have a positive attitude and have a team mindset
- Ability to work all shifts, including weekends, evenings, and holidays
- Perform any other duties as requested by management
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