The Hotel at Auburn University
  • Auburn, AL, USA
  • Hourly
  • Full Time

JOB OVERVIEW:

Responsible for directly assisting/supporting the Senior Catering Sales Manager via the following (but not limited to) capacities:

  • Administrative duties including/not limited to: filing, answering phones, typing correspondences, taking messages, copying, faxing and over-nighting materials when needed
  • Directly/Indirectly supporting the Senior Catering Sales Manager with client/account needs/requests
  • Assists Senior Catering Sales Manager in coordinating details of events such as weddings, birthdays, sorority formals, family reunions, nonprofit fundraisers, religious conferences and military balls
  • Executing and overseeing social events when the Senior Catering Sales Manager is unavailable to do so
  • Liaison with resesrvation departments on behalf of group reservation needs
  • Assists with the completion and distribution of Social banquet event orders, banquet checks, diagrams, rooming lists, and amenities
  • Performs informative and productive walkthroughs of function space with clients
  • Comfortable with going over group budgets and final payments
  • Ability to discuss menus in detail when asked and be familiar with all offerings
  • Ability to provide creative feedback and solutions during the event planning phase with clients
  • Assists in the coordination of vendors for both onsite and offsite events

ESSENTIAL JOB FUNCTIONS:

  • Maintain complete knowledge and comply with all hotel and policies and procedures
  • Set up work stations with necessary supplies; maintain cleanliness throughout shift
  • Promote positive relations to all individuals approaching and communicating with the Guest Request Areas
  • Access all functions of computer systems/software according to established procedures and standards
  • Answer the telephone within 3 rings, using proper telephone etiquette
  • Provide callers with accurate information on hotel facilities and services
  • Offer detailed information on the voice mail system to callers and guests wishing to leave a message
  • Place calls on "hold" only after agreement from caller
  • Effectively resolve and provide follow up regarding any client issues when Senior Catering Sales Manager is unavailable
  • Communicate pertinent client/account information to designated departments/personnel
  • Assist all departments in obtaining appropriate information regarding groups' inventory and guest information
  • Complete and distribute designated reports
  • Help identify defects and assist in resolutions
  • Successful completion of the training/certification process
  • Perform any task/project assigned by any sales manager
  • Respond to emergency situations calmly and effectively, according to hotel guidelines

QUALIFICATIONS

Essential:

  • High School Graduate
  • Must be able to speak, read, write, and understand the primary language(s) used in the workplace
  • Must have the ability to clearly and pleasantly communicate with guests, both in person and by telephone
  • Must have excellent communication skills: verbal and written
  • Ability to compute basic mathematical calculations
  • Intermediate knowledge of computers and various basic office equipment
  • Detail oriented
  • Multi-task skills
  • Positive/Team player attitude
  • Strong relationship extension

Desirable:

  • A college education or training in the hospitality industry
  • Previous experience in hotel sales office environment that included supporting the sales managers with their direct sales efforts
  • Previous event planning experience
  • Interest in event design
  • Previous experience with hotel reservations as it pertains to group room blocks and reservations
  • Previous training on systems such as: Delphi, Opera, and Social Tables

Skills:

  • Ability to utilize computer and basic office software (such as Microsoft Office - Word and Excel)
  • Ability to be self-motivating
  • Ability to utilize empowerment in situations where guests need an issue resolved
  • Ability to step outside of normal job role when needed
  • Ability to think creatively and outside of the box
  • Ability to focus attention on guest needs, remaining calm and courteous
  • Ability to understand guest inquiries and provide responses
  • Ability to promote positive relations with all individuals who come in contact
  • Ability to think clearly, quickly, maintains concentration and makes concise decisions
  • Ability to prioritize, organize and follow up
  • Ability to focus attention on details
  • Ability to maintain confidentiality of all guest information and pertinent hotel data
  • Ability to work well under pressure within any given period of time, which includes coordinating several requests at any given time - multi-task oriented
  • Ability to perform job functions with minimal supervision
  • Ability to work cohesively with other departments and co-workers as part of a team
  • Ability to be flexible as the job demands warrant
  • Ability to analyze and resolve problems exercising good judgment
  • Ability to work flexible hours, including weekends, holidays and evenings if necessary
  • Must have professional image and personality exuding confidence and leadership skills
  • Be an ambassador to hotel at all times, in and outside of one's workplace

 

The Hotel at Auburn University
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