Conference Services & Catering Sales Admin Asst

POSITION SUMMARY:  

The Conference Services & Catering Sales Administrative Assistant provides friendly, efficient clerical and administrative support to the Wedding & Catering Sales Managers and Conference Services Managers when needed. 

ESSENTIAL FUNCTIONS:

• Adhere to standards of operations, policies, procedures, instructions, etc.
• Responding to telephone inquiries by determining client’s needs and specifications for referral to department managers
• Maintain a complete database of accounts and bookings
• Create, process, and complete Catering and Wedding contracts
• Follow all established Standards of Operation, policies, and procedures – generating and completing all necessary forms, correspondence, etc.
• Properly convey rate and package information within approved limits to maximize and protect our overall resort revenue yields
• Perform in a manner that demonstrates the philosophies of Big Cedar Lodge
• Assisting and troubleshooting with groups’ contacts when Catering Managers are not available 
• Execute daily Agilysys activities 
• Work closely with all departments such as Sales, Banquets, and Group Rooms to ensure that all details are communicated to ensure a successful guest experience
• Perform other tasks as needed, directed, or assigned 
• Remain current with all pertinent computer software programs and equipment relative to job –Agilysys, Outlook, Excel, Word, Power Point, etc. 
• Have working knowledge of all departments, Big Cedar Lodge, and the resort’s amenities. 
• Must be organized, detail orientated, and able to handle multiple tasks at one time. 
• Load and unload equipment and materials into vehicles.

EXPERIENCE/QUALIFICATIONS:

• Minimum Degree Required:    High School Diploma or Equivalent
• Previous experience in hospitality and/or catering is preferred

KNOWLEDGE, SKILLS, AND ABILITY:

• Writing - Communicating effectively in writing as appropriate for the needs of the audience. 
• Basic Computer Skills - Using basic computer hardware and software (e.g., personal computers, word processing software, Internet browsers, etc.). 
• Reading Comprehension - Understanding written sentences and paragraphs in work related documents. 
• Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences. 
• Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. 
• Analytical/Critical Thinking - The ability to gather and organize information using a logical and systematic process; recognize patterns and relationships in complex data; examine data to identify implications, problems and draw appropriate conclusions; generate alternative solutions to problems; evaluate strengths, weaknesses and consequences of alternative solutions and approaches to solving problems. 
• Education and Training - Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects. 
• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. 
• Number Facility - The ability to add, subtract, multiply, or divide quickly and correctly. 
• Originality - The ability to come up with unusual or clever ideas about products, services or situations, or to develop creative ways to solve a problem. 
• Adaptability - Ability to effectively adjust to major changes in work tasks or the work environment. 
• Aligning Performance for Success - Skilled at focusing and guiding others in accomplishing work objectives. 
• Building Trust - Ability to interact with others in an honest, fair and respectful way; giving others confidence in one's intentions and those of the organization. 
• Communication - Skilled at clearly conveying information and ideas through a variety of media; engaging the audience and helping them understand and retain the message. 
• Customer Focus - Ability to develop and sustain productive customer relationships; actively seeking information to understand and address customers' needs. 
• High Work Standards - Sets high standards of performance for self and others; assumes responsibility and accountability for successfully completing assignments or tasks. 
• Planning and Organizing - Skilled at establishing courses of action for self