BLURB & BENEFITS

Job Summary: Responsible for maintaining the administrative organization and effectiveness of the sales & catering department. This is accomplished thorough basic administrative support, working on special projects as assigned and being proactive and responsive in a timely, friendly, tactful and professional manner.

EDUCATION & EXPERIENCE:

• Minimum of 2 years general catering and/or office experience. Must have strong administrative office skills
• College degree; High school diploma
• Must be proficient in Windows and Delphi
• Ability to communicate in English with guests/visitors/vendors and hotel staff to their understanding.
• Fluency in a second language, helpful

PHYSICAL REQUIREMENTS:

• Ability to remain stationary at assigned post for extended periods of time.
• Ability to be mobile/walk for lengths at a time
• Sedentary work, exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

GENERAL REQUIREMENTS:

• Excellent Phone Skills exuding a “smiling voice” to the customer. Must be polite, professional and ask how they can assist the customer and take responsibility for handling the questions and requests of the customer
• Adept on property PMS and database systems
• Well organized, detail oriented with excellent follow-up skills
• Thorough knowledge of the hotels layout, rate structure, meeting space, group capacities and capabilities
• Must be customer focused, self-motivated, approachable and able to work with different departments
• Must possess a high level of creativity, enthusiasm and flexibility

FUNDAMENTAL REQUIREMENTS:

• Performs daily office duties including proposals, contracts, filing, faxing, copying, creation of files, gift certificates and mail.
• Answers sales phone lines in a timely manner based on DoubleTree by Hilton standards
• Takes messages, handles customer requests and forwards leads/inquiries to the appropriate salesperson immediately. Follow-up with the sales manager to ensure client was contacted
• The ability to effectively execute/maintain the sales process through handling of site tours and inquiry calls
• Maintains an orderly office inclusive of the filing system
• Assists Sales & Catering Teams in organizing tradeshows and sending collateral, proposal and contract to customers if needed.
• Attends catering/private dining meetings, as requested and keeps notes
• Maintains orderly inventory of collateral/giveaway items
• Orders office supplies
• Performs other related duties as outlined by Director of Sales and Marketing.
• Handle walk-ins and in-house customer requests, as needed
• Distributes Weekly and Daily BEO Packets, Group Resumes, and other appropriate weekly communications to operations team
• Secure payment for catering/private dining events
• Creates daily reader board and door signage for events
• Review bills and send event follow-up correspondence/evaluations
• Client Prospecting and Networking, as requested by Director of Sales & General Manager
  In accordance with New York State’s Pay Transparency Law (New York State Labor Law Section 194-b) which requires private employers with four (4) or more employees to include a range of pay for all advertised jobs, promotion, or transfer opportunities. This position pays between $18.00-$20.00.
  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.