The Catering Administrative Assistant provides administrative and operational support to the Catering team. This position helps coordinate meetings, banquets, weddings, and other events while ensuring accurate communication between clients and hotel departments.
Key Responsibilities:
- Assist with preparing contracts, proposals, banquet event orders, menus, and event documents.
- Respond to client inquiries and direct leads to the appropriate manager.
- Maintain event files, calendars, contact information, and catering systems.
- Collect event details, including guest counts, menus, room setup, timelines, and billing instructions.
- Distribute banquet event orders and event updates to hotel departments.
- Communicate changes promptly to Banquets, Culinary, Front Office, Engineering, and Housekeeping.
- Schedule appointments, site tours, tastings, and planning meetings.
- Prepare signage, menus, place cards, and other event materials.
- Track deposits, payments, signed contracts, and required documentation.
- Assist with group rooming lists and reservation details when needed.
- Attend event and banquet meetings and take accurate notes.
- Follow up with clients before and after events.
- Support events on-site when operational assistance is required.
- Maintain professional communication and protect confidential guest and business information.
- Perform other duties assigned by hotel leadership.
Qualifications:
- Previous administrative, hospitality, catering, sales, or customer-service experience preferred.
- Strong written and verbal communication skills.
- Excellent organization and attention to detail.
- Ability to manage multiple deadlines and last-minute changes.
- Proficiency in Microsoft Outlook, Word, and Excel.
- Experience with hotel sales, catering, or property-management systems is preferred.
- Professional, dependable, and comfortable working with clients and hotel departments.
- Ability to work occasional evenings, weekends, and holidays based on event needs.