JOB OVERVIEW:
Provide clerical/secretarial and administrative support for the Banquet Department, including typing, computer input, answering telephones, printing reports and departmental records/logs.
REPORTS TO: Director of Banquets.
SUPERVISES: N/A.
WORK ENVIRONMENT:
Banquet office
Job involves working:
- under variable noise levels.
KEY RELATIONSHIPS:
Internal: Staff in Banquets, Banquet Set Up, Beverage, Catering/Convention Services Sales, Executive Committee Members, Secretarial staff, Kitchen, Stewarding, Purchasing, Accounting, Engineering, Housekeeping, Audio Visual Innovations.
External: Hotel guests/visitors, Banquet Vendor associates (i.e. florists, bands), Equipment repair associates, trade show/exposition set-up associates.
ESSENTIAL JOB FUNCTIONS
- Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
- Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended.
- Anticipate guests' needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
- Maintain positive guest relations at all times.
- Resolve guest complaints, ensuring guest satisfaction.
- Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
- Maintain knowledge of all hotel services/features and hours of operation.
- Maintain complete knowledge in the use of all office equipment, computer and manual systems.
- Access all functions of a computer.
- Set up workstation with necessary supplies and resource materials; maintain cleanliness throughout shift.
- Complete supply requisitions and submit to the Director and stock office supplies upon receipt.
- Answer telephone according to Peabody Service Excellence practices.
- Handle inquiry calls. Qualify space requests by obtaining pertinent information required and transfer caller and information to a Catering Manager.
- Record messages legibly and completely; ensure proper distribution of messages.
- Make telephone calls to specified individuals as requested.
- Greet all individuals arriving at offices courteously and assist with their needs.
- Retrieve and distribute departmental mail.
- Prepare and send faxes;
- Make photocopies and process as specified.
- Type correspondence and memos
- Review BEOs, daily event sheet and daily change sheet, 10-day forecast and reports as assigned and distribute according to hotel standards, and make changes as necessary.
- Type door cards for each function one day prior to scheduled event and distribute to Banquet Set Up Manager
- Attend designated meetings, take minutes, transcribe and distribute.
- Prepare daily/weekly departmental payroll records and submit into the Timesaver System before the cutoff time designated.
- Prepare signs and labels for in-house food functions as specified on BEO's.
- Review status of incomplete work and follow-up actions with Managers before leaving.
QUALIFICATIONS
Essential:
1 year secretarial experience.
Fluency in English, both verbal and written.
Provide legible communication.
Compute basic arithmetic.
Basic working knowledge of PC.
Ability to:
- perform job functions with attention to detail, speed and accuracy.
- prioritize and organize.
- type 40 wpm accurately.
- be a clear thinker, remaining calm and resolving problems using good judgment.
- follow directions thoroughly.
- understand guests' service needs.
- work cohesively with co-workers as part of a team.
- work with minimal supervision.
- maintain confidentiality of guest information and pertinent hotel data.
- satisfactorily communicate with guests, management and co-workers in a courteous, empathetic and discreet manner.
- maintain regular and punctual attendance.
- adhere to Peabody grooming standards.
- uphold and exemplify Peabody Service Excellence.
Desirable:
High school graduate or equivalent vocational training certificate.
Some college or business school training.
Familiarity with preparing statistical reports.
Fluency in second language, preferably Spanish.
Previous experience in hospitality industry, preferably a 4-5 star style hotel.
Certification of previous training in computers.
Experience with calculators or word processors.
Previous guest relations training.
PHYSICAL ABILITIES
Essential:
Ability to stand and walk for prolonged periods of time.
Ability to bend, squat and reach on a constant basis.
Remain in stationary position for extended periods of time throughout the work shift.
JOB OVERVIEW:
Provide clerical/secretarial and administrative support for the Banquet Department, including typing, computer input, answering telephones, printing reports and departmental records/logs.