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in Bowling Green, FL

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About this job

Streamsong Resort

Assists management in all facets of sales and marketing service process, from solicitation of sale through service of event while in-house, including after-event follow-up, by typing, copying, distributing, and filing all related correspondence as well as answering, routing, and responding appropriately to incoming telephone calls.

Essential Functions:

  • Acts as liaison between Catering and Conference Service Managers ( CM + CSM ) and customers in Catering Manager or Conference Service Manager’s absence.  Takes booking inquiry information via phone or in person and prepares proper paperwork.  Continually keeps a par of 10 Wedding and Catering Sales Kits in the office and at least 5 at the front desk.  Handles the social market from booking through follow up to include negotiating rates, generating contract, and thorough follow through. Conducts hotel site inspections.
  • Enters data, (operates various word processing and other software packages on a personal computer) at 50 words per minute to produce contracts, correspondence, group resumes, banquet event orders, forms, memorandum, and other documents with minimal errors.  Understands written and verbal instructions in English.
  • Merges resumes and creates banquet event orders for the Catering and Conference Services Team.  Handles the weekly distribution of resumes and banquet event orders to the operation team.
  • Answers telephone and responds to caller inquiries speaking in a clear, articulate, and pleasant manner.  Exercises decision making skills to direct callers’ requests.  Understands English speaking callers.  Accurately records messages for staff and distributes the written messages to the staff members in a timely manner.
  • Distributes printed documents to appropriate persons and locations to ensure prompt processing of time sensitive information by hotel and supplier staff.  Transports printed documents weighing up to 10 pounds to offices, mailrooms, and other locations throughout the hotel building.  Retrieves documents from and places documents into proper receptacles located up to 6 feet high. 
  • Handles the distribution and follow up of VIP customers.  Ensures that all arrangements, including upgrades, delivery of amenity and note card, are handled properly, coordinating with other departments through oral and written instruction.
  • Organizes files and retrieves documents in appropriate binders in order to maintain essential records used in department operation.  Can operate standard office equipment with ease.  Applies files in vertical file cabinets up to six feet tall by grasping, opening and closing file drawers located at floor level up to five feet high.  Can alphabetize and file numerically.  Mathematical aptitude necessary to determine percentages, dollar figures, addition, subtraction, division, and multiplication.
  • Assists with Weddings and Social Event Coordination. 
  • Coordinates deliveries with vendors.

Non-Essential Functions:

  • Relieves office receptionist at lunch time and on days when they are not at work.
  • Distributes outgoing and inter-office mail and documentation throughout hotel and to mail room.
  • Answers telephones for other individuals within department during their absence from the office.
  • Printing daily reports and compiling weekly, monthly and annual reports when required.
  • Assistance with Marketing Plans and Budgets when required.
  • Basic knowledge of various package handling, i.e. UPS, FEDEX, etc.
  • Basic knowledge of computer printers and photocopiers.
  • Participation in lobby ambassador program, Saturday Sales coverage, and off-site events if necessary.
  • Handling customer follow up including securing deposits and rooming lists.  Arranges shuttle transportation when needed and charges appropriately.
  • Ability to draft effectively using correct grammar.

Knowledge and Skills:

     Education: High school diploma or GED equivalent required.

     Experience: 1-2 years experience in administrative position preferred; experience in Catering, Banquets or other hospitality a plus.

     Skills and Abilities: Basic secretarial knowledge such as business letters, formats, and telephone etiquette. Excellent telephone skills and manners; ability to interact with fellow associates and customers of the hotel, both via phone and in person. Working knowledge of Microsoft Word. Ability to read, writ,e and speak the English language, using excellent grammar and communication skills. Knowledge of Microsoft Excel and Power Point.

Flexible availability, including occasional nights and weekends required

Requirements

Interstate Hotels & Resorts is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

and to navigate to the “EEO is the Law” poster and supplement.

If you need accommodation for any part of the employment process because of a medical condition or disability, please call (703) 387-3830 or email with the nature of your accommodation request and include the Hotel location and title of the job opening. Please allow one (1) business day for a reply.