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Job description
Catering And Conference Services Administrative AssistantFollow your passion all the way to paradise at TradeWinds Island Resort, a Tampa Bay Times Top Workplace for seven years in a row! TradeWinds features two destination resorts just 200 flip flops from one another along the gorgeous Gulf Coast on St. Pete Beach, a Top-Ranked US Beach.TradeWinds Island Resorts is seeking a Catering And Conference Services Administrative Assistant. This individual is responsible for providing administrative support to the Director of Convention Services, Catering Sales Managers, and Conference Services Managers, and supports Group Sales Department for blocking all function space, and in-house meeting requests.ResponsibilitiesAct as liaison between Convention Services Managers, Catering Sales Managers, and clients in Manager's absenceAssist in the preparation of daily, weekly, and monthly reportsBlock function space for Group Sales Managers and in-house requestsAssist with Sales Office Manager duties in their absenceCreate and merge contracts and paperwork to prepare booking for the turnover processAssist in the preparation and distribution of banquet event orders, estimated invoices, resumes, and other event-related documentation and track completion statusResponsible for group billing, deposits, final paymentsCreate Diagrams in Social Tables and/or Meetings Matrix for Sales, Catering, and Convention Services ManagersMaintain filing systemPrepare managers expense reportsLead catcher, qualify leads and initial inquiries. Send resort brochures, menus, documentation, and preliminary proposalsLoad Managers RFPs and inquires in operating systemAssist Catering Sales Managers with proposals as requested (Word, Wedding Wire, Proposal Path, CVENT, and other lead engines)Use Software applications such as: MS Word, Power Point, Excel, Opera Property Management System, Delphi.fdc, Teams, Outlook SharePoint.Maintain a functional knowledge of the Agilysys sales and catering software system to provide assistance in the maintaining accounts, including: traces; creating and updating bookings; updating events in the function diary; and preparing banquet event ordersAnswer incoming telephone calls, complete lead forms, and assist guests with questions, changes and special requests. Communicate requests to appropriate departmentsAssist with coordinating logistics information for Tradeshows, Site Inspections and Pre-planning meetings to include transportation, amenities, banquet event orders, schedule of events, etc.Support managers in monitoring monthly production goals and performance metrics, compiling data and generating reports for reviewOrganize, maintain and monitor office correspondence and general organization of the Conference Services and Catering departmentsMaintain office equipment, order office supplies and general office responsibilities necessary to operate a professional, clean and well maintained office environmentComplete special projects and reports as assigned by Director of Convention Services, Convention Service Managers and Catering Sales ManagersExercise decision making skills to direct requests both internal and externalStay up-to-date on upcoming groups and eventsConduct market research and competitor analysisPerform any other job related duties as assignedQualificationsPrevious experience in a hotel or resort, banquet, sales, or conference services preferredHigh School Diploma, Bachelor's Degree preferredAbility to effectively communicate with internal and external customers, with high levels of patience, tact and diplomacyAbility to work effectively both independently and as part of a team, with a positive attitude and willingness to learnKnowledge of catering and convention services terminology, processes, and best practices is a plusStrong attention to detail and accuracy in all tasksAbility to follow written and verbal instructionsEffective verbal and written communication skills. Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, and clientsExcellent reading, writing & oral proficiency in the English languageStrong organizational skills, with the ability to prioritize tasks, manage multiple deadlines, and maintain attention to detailAbility to multitask and prioritize tasks in a fast paced environmentMust have working knowledge of Excel, Word, Outlook, Power PointStrong guest service orientationHigh standard of appearanceAbility to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodationOccasional lifting and carrying of equipment or materials weighing up to 25 pounds may be requiredBenefitsWe are pleased to offer a comprehensive and competitive benefits package designed to support your health, well-being, and financial future.Medical insurance, dental insurance, vision insurance, life insurance, short-term and long-term disability insurance401(k) Retirement Plan with employer matching contributionsPaid holidaysPaid vacationPaid sick leave (provided in accordance with applicable law)Employee assistance program (EAP)Educational opportunities / Tuition reimbursementPaid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law For Employees Based in Washington: 8 paid holidays per yearUp to 20 days of paid vacation per year, based on classification and length of servicePaid Sick & Safe Time accrues at 1 hour for every 30 hours worked, with up to 72 hours of unused time carried over from one anniversary year to the next. For Employees Based in Colorado: 8 paid holidays per year; employees working in the City of Denver receive 64 hours of designated holiday time per calendar yearUp to 20 days of paid vacation per year, based on classification and length of service6 days or 48 hours of Paid Sick Leave per year, accrued at 1 hour for every 30 hours worked. For Employees Based in California: 8 paid holidays per yearUp to 20 days of paid vacation per year, based on classification and length of service, capped at 1.5x annual accrual rate; non-supervisory employees working in the City of Los Angeles accrue up to 22 days of Compensated Time Off, based on length of service capped at 192 hours of combined PST and CTO.Paid Sick Time accrues at 1 hour for every 30 hours worked, unused time is carried over from one anniversary year to the next up to a maximum of 80 hours; employees working in the City of Los Angeles are provided 40 hours of Paid Sick Time annually on their anniversary, unused time is not carried over from one anniversary year to the next.Please note that certain benefits described above for associates in Washington, Colorado, and California may vary for associates covered by a Collective Bargaining Agreement ("CBA"). For such associates, eligibility for and the terms and conditions of benefits are governed by the applicable CBA and any applicable plan documents, and may differ from the benefits described above. In the event of any conflict or inconsistency, the terms of the applicable CBA and governing plan documents will control, as applicable.
Worksite address
saint petersburg, FL, 33706, US
Who can apply
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