Catering Admin/Front Desk Associate Closes April 12, 2024

HILTON GARDEN INN

JOB DESCRIPTION

JOB TITLE: Catering Admin/Front Desk Associate

ENTITY: Hilton Garden Inn

REPORTS TO: Assistant General Manager

SALARY: Grade 3

Range Start $17.64/hourly

Range End $26.46/hourly

FLSA STATUS: Non-exempt

SUPERVISES: None

JOB SUMMARY: This team member performs all administrative functions related to catering bookings, banquet serving, front desk, and dining room

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential duties and responsibilities outlined here are representative of those that must be met by the team member to successfully perform the essential functions of this position, however, are not all inclusive:

• Handles inquiry calls, walk-ins, and provides information as requested
• Conducts Hotel tours and entertains qualified potential clients in accordance with the organization’s property policies
• Corresponds with potential customers providing any requested information concerning bids, proposals, confirmation of bookings, thank you letters, and follow-up letters in conjunction with inter-office team members; maintains accurate and up-to-date record of sales department functions and transactions
• Books functions through telephone inquiries, appointments and telemarketing
• Tracks and collects deposits for all events
• Properly accounts for and follows all established bookkeeping policies and procedures
• Prepares and sends requested collateral materials, proposals, and contracts to designated clients or guests, including catering menus, brochures, meeting room layout, seating capacity diagrams, area maps, and brochures
• Local community involvement as it benefits the Hotel, via approved membership in organizations. Attends these same community events as Hotel representative
• Assists the General Manager in the research and development of annual business or marketing plans/strategic plans
• Calls daily for guarantees and any changes to banquet functions
• Coordinates with each guest on all details to appear on each Banquet Event Order, including meeting room set-up specifications, banquet food and beverage items, A/V equipment, and billing details when a catering book achieves Definite or Sold status
• Distributes final Banquet Event Orders to all applicable service staff, including the Banquet Wait Service staff, Food Preparation staff, and the Rooms Division on a regular basis
• Continuously designs, monitors, and regulates the accuracy, consistency, and integrity of all Sales automation technology and record keeping
• Strives to facilitate effective communication lines with all departments in the Hotel in order to ensure all events are successful
• Assists servers and bartenders during events
• Works front desk as needed and back-up
• Work in dining room as needed and back-up
• Conducts meetings with staff and kitchen team to review up-coming events
• Handles guests complaints immediately; informs Supervisor and/or Manager when necessary
• Handles multiple calls in order to avoid delay in responding to guests in a timely manner
• Coordinates all set up and tear down of event rooms before and after all events
• Contributes and works as a team player in all facets of this position
• Attends training classes that are scheduledby the Hotel
• Performs special projects as needed
• Maintains the level of service standards and adhere to these as established by the organization
• Other duties as assigned by the Assistant General Manager and/or General Manager

EDUCATION REQUIREMENTS

The education requirements outlined here are representative of the minimum that must be met by the team member to successfully perform the essential functions of this position; however, higher levels of education than required will be reflected during the recruitment process:

§ A high school diploma, or equivalent, is required

§ One-year college or university program certificate; or six months to one year related experience and/or training; or equivalent combination of education and experience

EXPERIENCE AND KNOWLEDGE REQUIREMENTS

The experience and knowledge requirements outlined here are representative of the minimum that must be met by the team member to successfully perform the essential functions of this position; however, higher levels of experience and knowledge than required may be reflected during the recruitment process:

§ The ability to read, analyze, and interpret common technical journals, financial reports, and legal documents

§ The ability to respond to common inquiries or complaints from guests, regulatory agencies, or members of the business community

§ The ability to write communication for presentations regarding the Hotel and services availability

§ The ability to speak effectively before groups, guests, or team members

§ The ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, areas, and circumference, and volume

§ The ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations

§ The ability to define problems collect data, establish facts, and draw valid conclusions

§ The ability to interpret an extensive variety of technical instructions furnished in written, oral, diagram, or schedule form

§ Must be proficient in MS Word, Excel and type 35-50 wpm, and strong analytical experience

§ Works evenings, weekends, and holidays as business/events require

PHYSICAL REQUIREMENTS

The physical requirements outlined here are representative of those that must be met by the team member to successfully perform the essential functions of this job:

§ The ability to climb stairs and ladders, stand, walk, reach with hands and arms, climb or balance, stoop, kneel, crouch, crawl, push, pull, or sit for an extended period of time, up to eight (8) hours or more, is required

§ The team member must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 35 pounds

§ The ability to use close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus is required

OTHER INFORMATION

• Native American Preference Policy applies
• RREDCO is a drug-free workplace; applicants must be able to pass a pre-employment drug screening
• This job description does not list all the duties of the job. You may be instructed by management to perform other tasks or functions
• This job description is not a contract for employment. Employment with RREDCO is considered “at-will”
• Must be able to comply with the RREDCO Common Language Rule
• Reasonable accommodations may or may not be made dependent upon the nature of the work required by the position
• RREDCO reserves the right to add, delete or modify without notice

Revised 10/30/23 kc

Job Type: Full-time

Pay: $17.64 - $26.46 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Evening shift
• Night shift
• Weekends as needed

Work Location: In person