Administrative Assistant, Banquets

Montage International - Bluffton, SC2.8

Full-time
Live Your Passion. Add Your Magic.
At Montage International, we are doing something different, something exciting and it takes passionate people to bring our vision to life. We have built a culture that leads with the important notion we live by every day; do what you love. If this resonates with you, we look forward to receiving your application.

Banquet/F&B Administrative Assistant

SUMMARY

The Banquet/F&B Administrative Assistant is an essential member of the Food & Beverage team. This role aids the Banquet/F&B Managers by completing administrative tasks in a timely and accurate manner. We are seeking an Administrative Assistant to provide support to the Banquet/Food & Beverage team with skill and professionalism. This role will include a wide variety of administrative functions.

ESSENTIAL FUNCTIONS

Job duties include; although are not limited to:
Performing clerical duties such as typing, filing, copying, emailing, answering and responding to telephone calls and messages
Ensuring all office equipment, printers, and phones are maintained and fully functional
Direct guests with problems and / or complaints related to Banquets to the appropriate individual.
Facilitating resolution when possible or referring individuals to the appropriate manager
Coordinating meetings and recording minutes
Assist in completing and handling proper distribution of company paperwork for Banquet management.
Reviewing, revising and keeping BEO books up to date for the Department (FOH/BOH)
Preparing departmental communication pieces
Independently assess potential problems or issues that require immediate attention.
Assisting in menu design and production for weekly, seasonal, and annual features
Coordinating and maintaining vendor/supplier information
Ordering office supplies and ensuring that the department is adequately stocked.
Entering data for select invoices and products
Reviewing, analyzing and relaying discrepancies on Pivot Table for Financial Review Analysis
Reviewing and pre-scheduling needs and relaying any lateral requests appropriately
Entering Schedule on to OnTrack (Performance Tool)
Entering/Updating Forecasting Events on to OnTrack (Performance Tool)
Assessing Daily Workday (Financial Management Systems) Duties that include but are not limited to: correcting missed punches, relaying/approving RTO/PTO, editing position names, correcting punches for team members that work laterally, requesting additional positions, etc.
Processing PO’s for Weekly/Monthly invoices (Linen, Golf Carts, Labor, etc.)
Assisting in recruiting, scheduling interviews, and training for new hires
Assist with special projects within banquet services area when required.
Supporting F&B department with time management on execution of projects
Creating Banquet Food Labels for relative BEOs Buffets/Stations.
Unifying and maintaining all internal documents
Professional appearance and demeanor.
Effectively communicate with management, chefs and staff in order to fulfill and address any issues or needs requested by guests and/or other employees.
Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
Maintain confidentiality and security of specified hotel information, correspondence, reports and files.
Compose and prepare routine correspondence for signatures
QUALIFICATIONS

High School Diploma or equivalent is required, Bachelor’s Degree preferred
Two (2) plus years’ experience in an administrative role within an upscale hotel
Strong customer service skills
Have interpersonal skills to deal effectively with all business contacts.
Work varied shifts, including weekends and holidays.
Must have intermediate skills with Microsoft Office products; Word, Excel, PowerPoint, and Outlook, Opera preferred
Excellent verbal and written communication skills required
Knowledge of hotel food and beverage operations preferred
Professional appearance and demeanor
PHYSICAL REQUIREMENTS

Position requires exerting well-paced mobility as well as the ability to maneuver between functions occurring simultaneously. Must be able to bend, stoop, squat and stretch to fulfill tasks. Must be able to lift up to 15-40 lbs. on a regular and continuing basis. Requires manual dexterity, grasping, writing, standing, sitting, walking, repetitive motions, bending, and climbing.

In the United States we are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

If you have a disability under the Americans with Disabilities Act or a similar law and you wish to discuss potential accommodations related to applying for employment at our company, please contact Montage Recruitment Manager at (949) 715-1396 and/or email such as accessibilityrecruitmentmanager@montage.com .