Catering Sales and Conference Services Administrative Assistant

About Four Seasons:

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.         

At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location:

An art nouveau masterpiece on the Danube. Located in the heart of Budapest, our art nouveau palace Hotel embodies the spirit of Budapest’s Golden Era glam. From the moment you enter, savour the iconic wrought-iron peacock gates, pass through the Lobby adorned with over two million mosaic tiles illuminated with its striking chandelier, and let inspiration wash over you. Outside, views of the Danube and the picturesque Buda skyline stand before you. Spend the day exploring the sights, recharge in our Spa that harnesses the city’s heritage in wellness, then enjoy an innovative cocktail in our newly opened lobby bar MÚZSA.

What you will do:

ESSENTIAL FUNCTIONS:

• Assist the team with office administration, mainly creating accurate catering proposals, contracts, purchase orders, inputting cost of sales information, making sure that the monthly reports are updated.
• Assist with printing menus, door signs, tent cards, place cards and other requirement based on individual events.
• Performs Golden Sales and Catering Systems Analyst Duties. Be a champion on Golden Sales & Catering. Ensures that Golden Sales and Catering software is updated correctly (Accounts, Contacts, Inquiries & Bookings) and assist with any problem that might arise with the platform.
• Generate and create reports for the department using Golden Sales & Catering.
• Assist in the preparation of reports for bi-weekly forecasting, as required.
• Distribute Daily Events reports to ensure communication to all internal departments throughout the Hotel.
• Maintain knowledge of hotel facilities, capacities and dimensions of meeting space.
• Handle and organize all internal events, from the request to the creation of a Banquet Event Order and final check, under the guidance of the Catering Sales Managers
• Monitor all activities and standards to ensure Four Seasons policy and procedures are followed.
• Book outlets reservation, menu tasting etc. and follow through with proper booking procedures.
• Communicate with the Finance Department for all invoices.
• Coordinate Purchase orders and process invoices for the Catering Department
• Checking banquet checks from previous events and perform monthly closing.
• Participate in scheduled departmental and administrative meetings as requested.
• Assist in completing special projects which may include mailings, competitive surveys, or other assigned duties; maintain and order office supplies.
• Perform other tasks or projects as assigned by the Department and Division Head. 
• Comply with Four Seasons standards for sales and marketing, while working harmoniously and professionally with co-workers and Planning Committee.

What you bring:

Education: College education preferred

Experience, Skills and Abilities:              

• Excellent reading, writing and oral proficiency in the English language
• Proficient computer skills and knowledge in Microsoft Office products especially Microsoft Excel, Opera, Salesforce and other programs, as needed 
• History of working in a team environment and developing working relationships 
• A minimum of 1-2 years of previous experience in general administration role or hotel/sales and events support
• Applicants must also have a high attention to detail and the ability to multi-task in a fast-paced environment

• Work well under pressure, have well developed organizational skills
• Adaptable and able to learn new skills and tasks efficiently, and function as a team player
• Schedule flexibility to accommodate to busi