Job Description
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POSITION TITLE: Temporary - Administrative Assistant DEPARTMENT: Sales DIRECT MANAGER: Director of Sales POSITION TYPE: Hourly / Nonexempt / Part-time / Temporary - approx. 3-5 months Pay Rate: $17 per hour Schedule: Sunday, Tuesday, Wednesday, Thursday (9am-5:30pm) Off - Monday, Friday, Saturday SUMMARY: To assist the Director of Catering and Sales Managers in making the most efficient use of their time. Handle all daily correspondence; assist in answering the telephone in a prompt and courteous manner by greeting and identifying the department and his/her name. Assist guests with their needs. - Interested applicant MUST be proficient in English, both verbal and written.
Job Responsibilities
- Handle incoming phone calls for Sales Managers in a professional, courteous and efficient manner.
- Handle incoming and outgoing emails.
- Mailings - Mail menus, contracts, deposit receipts, inquiry letters, etc. as instructed by Director of Catering and Sales Manager.
- Log all inquiries onto the appropriate sheet and mail/fax information as requested.
- Become knowledgeable about menus and pricing.
- Become knowledgeable in hotel and catering policies and procedures.
- Maintain an organized filing system for all contracts.
- Update and organize the catering drive to ensure all menus are current.
- Prepare sales kits and wedding packages for the office.
- Attend trade shows/ marketing events as needed by the Director of Sales and Marketing.
- Compile and distribute weekly packages of outstanding contracts.
- Prepare and distribute BEO packages, add-on contracts, floor plans, guarantee sheets, change logs, menus to follow and addendums.
- Circulate change sheets when necessary.
- Detail banquet event orders using Reserve Catering software.
- Document Payments: Deposits, Final Payments and 40% in Opera and Reserve.
- Keep spreadsheets updated weekly: Ballroom Weddings, Wedding Deposits and Guarantee Sheet.
- Prepare Banquet checks in advance for staff.
- Notify Director of Catering and Sales Managers of: Outstanding signed contracts and BEO's needed for the following week's package.
- Check e-mails and voicemails and respond accordingly for manager when they are not in the hotel.
- Distribute tastings to appropriate departments and notes on the cover sheet.
- Be familiar with Molly Pitcher Inn/Oyster Point Hotel sales policies, hotel rules and hotel terminology.
- Perform any other duties as requested by management within the scope of the department.
Required Skills and Qualifications
MUST HAVE - REQUIREMENTS: - Demonstrated verbal and written proficiency in English
- High school diploma or equivalent required
- Must be organized, personable, motivated, and a self-starter.
- Must have exceptional attention to detail.
- Ability to provide a high level of customer service.
- Strong communication skills
- Must be a team player, capable of working and maintaining composure under pressure, all while promoting a positive atmosphere.
- While performing the duties of this position, the employee is frequently required to sit, stretch, reach, and manipulate objects.
- Proficient in Microsoft Office Suite, including Outlook.
- Previous administrative experience a plus.
- Available to work the indicated schedule.
We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
Job Tags
Hourly pay, Full time, Work at office, Monday to Friday