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Omni Hotels & Resorts · 1 day ago

Catering & Convention Services Administrative Assistant

Fort Lauderdale, FL

Part-time

Onsite

New Grad, Entry Level

Omni Hotels & Resorts is opening the Omni Fort Lauderdale Hotel in Fall 2025, featuring extensive event space and amenities. They are seeking a Catering & Convention Services Administrative Assistant to support the pre-opening team by managing communications, organizing materials, and assisting with event planning and execution.

ConsultingEventsFood and BeverageHospitalityResorts

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

Catering experienceConvention services experienceDelphiMicrosoft ExcelMicrosoft PowerPointMicrosoft WordCustomer serviceMulti-taskingOrganizational skillsCommunication skills

Required

Previous catering, convention services experience in a large convention hotel required

Previous office and customer service experience in a large convention hotel required

Other relevant event, meeting planning, or hotel operations experience may be considered

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