SPECIFIC RESPONSIBILITIES:

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  To answer phones, type correspondence, and to assist guests and managers as needed.

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  Organize, maintain and monitor office correspondence and general organization of the Conference Services Department.

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  Follow all corporate, hotel and department policies and procedures.

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  For designated manager/director, maintain an accurate and detailed calendar for the daily appointments, meetings, phone calls, due dates and event related deadlines.

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  Assist in the preparation of daily, weekly, and monthly reports.

ESSENTIAL FUNCTIONS:

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  To provide total customer satisfaction through proper etiquette, politeness, professionalism, and efficient service.

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  Answer phones within three rings and in a manner that corresponds with the phones scenarios set forth by Omni Hotels.

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  Type correspondence including letters, memos, e-mails and other department reports as instructed. Responsible for clearly and concisely producing the BEOs and managing the change logs.

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  Provide office with overall organization by maintaining up to date files, preparing and implementing proper labeling, preparing accurate messages, etc.

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  Maintain office equipment, order office supplies and general office responsibilities necessary to operate a professional, clean and well maintained office environment.

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  Assist with coordinating logistics and distributing information for site visits and groups to include transportation, amenities, banquet event orders, schedule of events, etc.

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  Complete and distribute detailed site alerts that are timely and thorough.

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  Serve as a liaison between Conference Service Managers and other hotel departments.

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  Manage and maintain department collateral material (i.e. sales kits, menu packets)

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  Work effectively and efficiently in Delphi, Opera, Go Concierge and other software programs.

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  Process and distribute paperwork to clients and hotel operational departments (i.e. proposals, menus, banquet event orders, contracts, etc.).

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  Qualify telephone inquiries by determining clients’ needs and specifications and properly refer clients to a Catering Manager, Sales Manager or Convention Service Manager.

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  Complete special projects and reports as assigned by Convention Service Managers and Director of Convention Services.

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  Process internal and external VIP requests.

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  Assist in travel plans and scheduling for managers.

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  Assist with additional office coverage when necessary.

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  Be knowledgeable and informed on Omni Hotels, The Homestead, industry information, competition, and general market conditions.

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  Sort, screen and distribute incoming and outgoing mail.

Profile and Qualifications

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  Proven self-starter (assertive)
• Effective communication skills (both oral and written)
• Excellent Computer Skills (Windows, Word, Excel, Outlook, PowerPoint, Delphi)
• Strong guest service orientation
• High standard of appearance
• Good organizational skills
• Extremely flexible and willing to work required hours
• Detail oriented

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  High School Education
• Must have working knowledge of Excel, Word, Outlook, Power Point and Delphi.
• Must be organized and detail oriented.
• Must be able to handle multiple tasks at one time.
• 3-5 years resort experience in convention services/catering preferred.