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Requisition Number 19-0004
Post Date 1/7/2019
Title Catering Admin Assistant
City New Orleans
State LA
Description

Summary
The Catering Administrative Assistant is responsible for assisting in the daily operations of the Sales and Conference Services Departments at Hotel Monteleone.  The individual will handle all administrative duties as assigned.

Essential Functions
To perform the Sales/Conference Services Assistant position successfully, an individual must be able to perform each essential duty and responsibility satisfactorily.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities
•  Answer the sales telephone lines in a prompt and professional manner:

     a.  Direct calls as appropriate

     b.  Respond to telephone inquiries by determining client's needs and specifications for referral to the appropriate Sales or Conference Services Managers

     c.  Follow-up with guests concerns and questions in a timely manner

     d.  Serve as an information resource for conference guests as needed

•  Assist when needed with sales proposals, contracts and turnovers

•  Assist Director of Catering (DOC) on client contracting and follow-up on small local groups

•  Production of BEO's for hospitality events and weddings

•  Assign sales leads from CVENT to appropriate Sales Manager

•  Compile resumes and BEO's for repeat Tour & Travel Services groups

Respect the confidentiality of communications between customers and Conference Services Manager and Sales Managers

•  Ensure all filing systems are maintained accordingly 

•  Maintain inventory of office supplies and sales office kitchen supplies

•  Assign and maintain a listing of all posting masters for convention groups

•  Send out convention group evaluations to all groups directly following their meeting at the hotel; distribute returned evaluations to various departments as required

•  Distribute critical information to the appropriate departments as required on a daily and weekly basis:

     a.  Weekly Convention Report

     b.  Daily Convention Report

     c.  Banquet Event Order Distribution

     d.  Distribution of Turnover Reports

•  Input amenities as requested for the various groups into the amenity log and provide gift cards as required

•  Build report shells and gather data from the appropriate managers before distributing information for the following reports:

     a.  Weekly Operations Report

     b.  Conference Services 30, 60 and 90 Day Forecast

     c.  Conference Services Assignment Sheets for future bookings

     d.  Sales site inspection report

•  Complete special projects as assigned by Director of Sales/Director of Catering and Conference Services/Conference Services Managers

•  Book and communicate arrangements for in-house meetings to include, CORE Committee, Safety Meeting, Benefits Meeting, Orientation, Operations and OnTrak Labor Meetings as well as other one off meetings as required

•  Create box lunch labels as well as vouchers as required for parking,  breakfast and drinks etc…

•  Merge and amend word documents, contract, addendums, pro forma invoices and correspondence as required

•  Other duties as assigned

Requirements

Competency
To perform the Catering Administrative Asistant position successfully, an individual should demonstrate the following competencies:

•  Problem Solving - Identify and resolve problems in a timely manner; gather and analyze information skillfully; develop alternative solutions; work well in group problem solving situations; use reason even when dealing with emotional topics

•  Technical Skills - Assess own strengths and weaknesses; pursue training and development opportunities; strive to continuously build knowledge and skills; share expertise with others

•  Customer Service - Manage difficult or emotional customer situations; respond promptly to customer needs; solicit customer feedback to improve service; respond to requests for service and assistance; meet commitments

•  Interpersonal - Focus on solving conflict, not blaming; maintain confidentiality; listen to others without interrupting; keep emotions under control; remain open to others' ideas and try new things

•  Oral Communication - Speak clearly and persuasively in positive or negative situations; listen and get clarification; respond well to questions; demonstrate group presentation skills; participate in meetings

•  Team Work - Balance team and individual responsibilities; exhibit objectivity and openness to others' views; give and welcome feedback; contribute to building a positive team spirit; put success of team above own interests; ability to build morale and group commitments to goals and objectives; support team's efforts to succeed; recognize accomplishments of other team members

•  Written Communication - Write clearly and informatively; edit work for spelling and grammar; varies writing style to meet needs; present numerical data effectively; ability to read and interpret written information

•  Change Management - Develop workable implementation plans; communicate changes effectively; build commitment and overcome resistance; prepare and support those affected by change; monitor transition and evaluate results

•  Delegation - Delegate work assignments; match the responsibility to the person; give authority to work independently; set expectations and monitor delegated activities; provide recognition for results

•  Leadership - Exhibit confidence in self and others; inspire and motivate others to perform well; effectively influences actions and opinions of others; inspire respect and trust; accept feedback from others; provide vision and inspiration to peers and subordinates; give appropriate recognition to others; display passion and optimism; mobilize others to fulfill the vision

•  Quality Management - Look for ways to improve and promote quality; demonstrate accuracy and thoroughness

•  Business Acumen - Understand business implications of decisions; display orientation to profitability; demonstrate knowledge of market and competition; align work with strategic goals

•  Diversity - Demonstrate knowledge of EEO policy; show respect and sensitivity for cultural differences; educate others on the value of diversity; promotes a harassment-free environment; build a diverse workforce

•  Ethics - Treat people with respect; keep commitments; inspire the trust of others; work with integrity and ethically; uphold hotel's organizational values

•  Organizational Support - Follow policies and procedures; complete administrative tasks correctly and on time; support hotel's goals and values; benefit hotel through outside activities; respect diversity

•  Adaptability - Adapt to changes in the work environment; manage competing demands; change approach or method to best fit the situation; ability to deal with frequent changes, delays or unexpected events

•  Attendance and Punctulity - Consistently arrive at work on time; ensure work responsibilities are covered when absent; arrive at meetings and appointments on time

•  Dependability - Follow instructions, responds to management direction; take responsibility for own actions; keep commitments; commit to long hours of work when necessary to reach goals; complete tasks on time or notify appropriate person with an alternate plan.

•  Initiative - Volunteer readily; undertake self-development activities; seek increased responsibilities; take independent actions and calculated risks; look for and take advantage of opportunities; ask for and offer help when needed

•  Innovation - Display original thinking and creativity; meet challenges with resourcefulness; generate suggestions for improving work; develop innovative approaches and ideas; present ideas and information in a manner that gets others' attention

•  Judgment - Display willingness to make decisions; exhibit sound and accurate judgment; support and explain reasoning for decisions; include appropriate people in decision-making process; make timely decisions

•  Motivation - Set and achieve challenging goals; demonstrate persistence and overcome obstacles; measure self against standard of excellence; take calculated risks to accomplish goals

•  Planning and Organizing - Prioritize and plan work activities; use time efficiently; plan for additional resources; set goals and objectives; organize or schedule other people and their tasks; develop realistic action plans

•  Professionalism - Approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; accept responsibility for own actions; follow through on commitments

•  Quality - Demonstrate accuracy and thoroughness; look for ways to improve and promote quality; apply feedback to improve performance; monitor own work to ensure quality

•  Quantity - Meet productivity standards; complete work in timely manner; strive to increase productivity; work quickly

•  Safety and Security - Observe safety and security procedures; determine appropriate action beyond guidelines; report potentially unsafe conditions; use equipment and materials properly

Qualifications
The requirements listed below are representative of the knowledge, skills and abilities required for an individual to successfully perform the duties and responsibility of the Sales/Conference Services Assistant position:

•  Excellent organizational and communication skills (both verbal and written)

•  Guest focused

•  Possess attention to detail

•  Demonstrate the ability to multi-task

•  Possess a typing proficiency of at least 40 WPM

•  Demonstrate willingness to work in a fast paced environment

•  Be a Team Player

Computer Skills

• Microsoft Office Word Processing and Excel Spreadsheet software

•  HTML internet software

•  Opera PMS

•  Delphi

Language Ability
•  Effectively interact and communicate in English with people from divrese backgrounds

•  Read and comprehend simple instructions, short correspondence, and memos

•  Write simple correspondence

•  Effectively present information in one-on-one and small group situations to customers, clients, and other associates of the hotel

Math Ability
•  Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals

•  Compute rate, ratio, and percent

•  Draw and interpret bar graphs

Reasoning Ability
•  Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions

•  Deal with problems involving a few concrete variables in standardized situations

Work Environment
•  The noise level in the work environment is usually quiet

•  The position is located indoors in an office setting where the temperature settings are controlled

Physical Demands
•  Frequently lift and/or move up to 25 pounds

•  Occasionally lift and/or move up to 10 pounds

•  Close vision and the ability to adjust focus

•  Regularly sit, use hands to fingers, handle or feel and talk or hear

•  Frequently walk and reach with hands and arms

•  Occasionally stand and stoop, kneel, crouch or crawl

Position Status and Availability
•  Available to work a full-time, morning (AM) shift, Monday - Sunday with the flexibility to work overtime and/or on weekends according to demands of the business

Education and Experience
•  A high school diploma or general education degree (GED) or

•  Two (2) years related experience and/or training

•  Previous administrative, luxury hotel and/or related experience strongly preferred

•  Previous hotel and catering experience required

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An Equal Opportunity Employer