Omni Fort Worth Hotel · 1 week ago
Catering & Convention Services Administrative Assistant
US-FL-Fort Lauderdale
Full-time
Onsite
New Grad, Entry LevelOmni Fort Lauderdale Hotel is set to open in Fall 2025, offering a unique blend of event space and hospitality services. They are seeking a Catering & Convention Services Administrative Assistant to handle various administrative tasks, support the catering team, and ensure smooth operations for events and conventions.
Hospitality
Responsibilities
Answers incoming telephone calls from all Catering and Convention Services phone lines
Responds to telephone inquiries by determining client's needs and specifications to relay to catering and convention services managers/directors
Processes all incoming and outgoing correspondence as assigned
Types all outgoing correspondence
Maintains inventory of office supplies
Ensures that all filing systems are maintained according to event detailed (Local, Convention and Spin-off)
Gathers and organizes all materials for weekly/monthly reports as directed
Sells Food & Beverage to small convention groups and one-shot groups
Daily office duties to include Event Reader Boards, Door Cards, BEO Change Log/Distribution, the Guarantee Sheet and the Daily Report
Weekly office duties to include Weekly BEO distribution, Resume distribution, distribution of event reports, and others as assigned
Arranges appointments for the Catering and Convention Services leadership team
Assists with Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Convention Meeting Welcome Packets and Thank You Letters
Builds and maintains a strong rapport with assigned Catering and/or Convention Services Manager(s) client(s) and functions as their liaison as assigned
Creates resume shells, corporate events memos, and all vouchers required for incoming customers
Processes and completes all required documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests and vendor requests
Assists with creating and making adjustments to Banquet Event Orders (BEO’s)
Coordinates Pre-Convention Meeting and Post-Convention Meeting Outlook invites
Supports the planning and execution of in-house meetings as assigned
Tracks and monitors deposit payments
Communicate clearly and affectively across all departments with day to day tasks
Works with assigned Catering and/or Convention Manager to ensure that all functions are "tied-down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc)
Special projects, and other administrative tasks as assigned
Provides coverage for conference concierge team as assigned
Qualification
Required
Previous catering, convention services experience in a large convention hotel required
Previous office and customer service experience in a large convention hotel required
High school education required, college degree preferred
Ability to clearly and pleasantly communicate in English with guests, management and co-workers, written, verbally in person, and by telephone
Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies. Delphi experience required. Microsoft Excel, Powerpoint, and Word required
Ability to work cohesively and respectfully with co-workers both within and outside of your department
Ability to think clearly, quickly and make concise decisions
Ability to work well under pressure, dealing with many guest and manager requests/questions within a short period of time
Strong organizational skills with the ability to prioritize and multi-task in a fast-paced environment
Ability to prioritize and organize workload to ensure deadlines are met
Ability to handle stressful situations, while maintaining a calm and welcoming and respectful demeanor
Proven strong customer service focus with a passion for creating memorable and personalized guest experiences
Expert in operating various office equipment, including but not limited to, telephones, computers, calculators, photocopiers and facsimile machines
Must be able to work a variety of shifts, including early mornings, nights, weekends, and holidays
Position requires the ability to sit and engage in repetitive motion, including utilizing telephone/computer for extended periods of time or for an entire shift
Position requires the ability to move at a quick pace for extended periods of time
Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance
Stand, walk or sit for an extended period or for an entire work shift
Requires the ability to perform repetitive tasks, including utilizing telephone/computer for an extended period or for an entire shift
Preferred
Other relevant event, meeting planning, or hotel operations experience may be considered
Company
Omni Fort Worth Hotel
As breathtaking as any West Texas sunset, the Omni Fort Worth Hotel offers a taste of Texas hospitality.
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase