BANQUETS ADMNISTRATIVE ASST Location Manalapan, FL : The Banquets Administrative Assistant will provide clerical/secretarial and administrative support for the Banquet Manager and Banquet Captains including computer input, filing, training, answering telephones, printing reports, managing payroll, maintaining employee files and departmental records/logs. Qualifications: Essential: 1) High school graduate. 2) 2-5 years of secretarial experience. 3) Ability to communicate with proper grammar in English with guests/visitors and hotel staff to their understanding. 4) Ability to provide legible communication. 5) Working knowledge of Microsoft Office, SalesForce, Opera, ADP, Adaco, and HotSOS. Desirable: 1) College degree, secretarial/business degree. 2) Food/beverage, sales/marketing, or hotel experience. 3) Business writing skills. Skills: Essential: 1) Excellent computer and technical skills, including Microsoft Office. 2) Ability to prioritize, organize and act as a team. 3) Ability to promote positive relationships with all telephone callers, guests, and staff. 4) Ability to perform job function with minimal supervision. 5) Ability to ensure confidentiality of guest and hotel data. 6) Ability to work within a cohesive team. 7) Ability to ascertain guests, employees, or telephone callers' needs and comply with same to ensure customer satisfaction. 8) Ability to be a clear thinker who can remain calm in pressure situations. ESSENTIAL JOB FUNCTIONS: 1) Maintain complete knowledge of all hotel services/features and hours of operation. 2) Maintain complete knowledge of and comply with all hotel and departmental policies and procedures. 3) Print, review, organize, and input all the Banquet Event Order daily distribution into Banquet binders. 4) Manage P&L reports for BEO's containing Breakfast, Lunch, Dinner, and Receptions 5) Manage payroll for the Banquet department and assist with F&B missed punch reports 6) Review Daily Event Forecast to ensure proper staffing for all events 7) Record and post Banquet Event Order Checks 8) Input Adaco requisitions for Banquet Food and Banquet Operations 9) Input all Engineering requests from Banquets into HotSOS 10) Track inventory and manage the purchase of Banquet linen, tables, props, uniforms, and operating supplies 11) Manage Banquet's monthly budget 12) Input Banquet Server and Banquet Housemen schedules 13) Print and organize Banquet Buffet Breakfast/Lunch/Dinner signs and Reader Board Signs 14) Attend Resume and BEO meetings 15) Set up workstation/desk with necessary supplies and resource materials; maintain cleanliness throughout shift. 16) Handle inquiry call according to departmental procedure. 17) Promote positive relations with guests and employees. 18) Provide administrative support and prepare business communications for Banquet Manager 19) Create and maintain filing systems for departmental records, reports, etc. 20) Maintain an accurate personnel file status on all employees in department. 21) Handle telephone calls and act as the receptionist for callers, vendors, guests, etc. in directing them to the proper personnel. 22) Prepare regular departmental reports as assigned. 23) Answer telephone calls within 3 rings, using correct salutations and telephone etiquette. 24) Record all telephone messages legibly and completely. 25) Document and maintain appointment calendar for Banquet manager. 26) Retrieve and distribute departmental mail. 27) Attend designated meetings. If necessary, take minutes, transcribe, and distribute. 28) Assist in Restaurant Reservations, Holiday coordination, and in Hotel Outlets as needed 29) Special Project Coordination for Banquet, Catering, and F&B
