Catering Office Administrative Assistant at Garden City Hotel

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Full Time

Start Date

Immediate

Expiry Date

25 May, 26

Salary

24.0

Posted On

24 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Client Coordination, Communication, Organization, Detail Orientation, Problem Solving, Multitasking, Professionalism, Customer Focus, Forecasting, Billing, Contract Preparation, Microsoft Office Proficiency, Catering Software Proficiency

Industry

Hospitality

Description

Job Title: Catering Office Administrative Assistant Location: Long Island, New York Property: The Garden City Hotel, a Luxury Four-Diamond Hotel Position Overview We are seeking a polished, detail-oriented Catering Office Administrative Assistant to support the Catering team at our luxury Four-Diamond hotel on Long Island. This role is ideal for a highly organized professional who thrives in a fast-paced, client-focused hospitality environment and is passionate about delivering exceptional guest experiences. The Catering Administrative Assistant plays a key role in ensuring seamless communication, precise documentation, and flawless execution of social and corporate events including weddings, galas, fundraisers, executive meetings, and private celebrations. Key Responsibilities Administrative Support * Manage incoming inquiries via phone and email; respond professionally and promptly * Maintain organized electronic and physical client files * Provide comprehensive administrative support to the Executive Director of Catering and Catering Managers * Prepare proposals, contracts, banquet event orders (BEO’s) with accuracy and attention to detail * Update and manage inquiries and client information within the hotel’s sales and catering systems (i.e. Internal Leads Manager, CVENT, Wedding Pro, Wedding Wire, Maharani, Amadeus/Delphi, etc.) * Receive and record deposits, billing follow-up, and final invoice preparation for Catering Managers * Uphold Four-Diamond service standards in all guest and client interactions * Ability to always maintain confidentiality and professionalism * Support departmental projects and special initiatives as assigned * Generate weekly sales reports and assist with forecasting documentation Client & Event Coordination * Serve as a liaison between clients and internal departments (banquets, culinary, front office, accounting) * Assist in coordinating site visits for prospective clients with the Catering Team * Warmly greet guests that have appointments with Catering Managers * Ensure all event details (BEO’s) are communicated accurately and in a timely manner Qualifications * College education is preferred; training, experience, and/or education in Hospitality * 2+ years of administrative experience (hospitality, catering, or luxury environment preferred) * Strong written and verbal communication skills * Detail-oriented, well-developed organizational skills, and a strategic thinker * Strong problem-solving abilities and proactive work style * Proficiency in Microsoft Office (Word, Excel, Outlook); experience with catering software systems preferred (Amadeus Delphi) * Ability to manage to multitask in a fast-paced environment * Professional demeanor and polished appearance * Flexibility to occasionally support evening or weekend events * Customer-focused mindset with a passion for hospitality excellence Benefits: * Group Health Insurance Plans (Medical, Dental, Vision) * Company Paid Life Insurance * Long Term Disability * 401k Retirement Savings Plan * Paid Vacation Days and Paid PTO Days * Aflac Supplemental Short Term Disability, Accident Advantage and Cancer Care Plans Job Type: Full-time Pay: From $22.00 - $24.00 per hour. Based on experience. You must provide a resume detailing your work history to be considered. EOE/M/F/D/V www.gardencityhotel.com

Responsibilities

This role involves providing comprehensive administrative support to the Catering team, including managing inquiries, preparing precise documentation like proposals and BEOs, and handling client billing processes. The assistant will also serve as a liaison between clients and internal departments to ensure seamless communication and accurate event execution.