Convention Services Administrative Assistant

The Homestead

 

 

Our employees are what make The Omni Homestead what it is. Since 1766, they’ve helped us offer guests an opportunity to enjoy Southern hospitality at its best. Located in the Allegheny Mountains of Virginia, we are a four-season resort that boasts superb restaurant dining experiences, championship golf, spa, winter sports and numerous other activities ideal for families and corporate outings.

 

The Omni Homestead’s associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect, gratitude and empowerment day in and day out. If you are a friendly, motivated person, with a passion to serve others, the Homestead may be your perfect match.

The Conference Services Administrative Assistant is responsible for assisting in the daily operations for events and meeting space to ensure overall client satisfaction. This individual will report to the Director of Catering and Convention Services and handle all administrative duties as assigned by other members of the Conference Services Department.

SPECIFIC RESPONSIBILITIES:

 

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

 

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

 

• Follow all corporate, hotel and department policies and procedures.

 

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

 

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

 

ESSENTIAL FUNCTIONS:

 

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

 

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

 

• 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.

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

• Process internal and external VIP requests.

 

• Assist in travel plans and scheduling for managers.

 

• Assist with additional office coverage when necessary.

 

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

 

• Sort, screen and distribute incoming and outgoing mail.

   

Profile and Qualifications

 

• 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

 

Education and/or Experience

 

• 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.