Event Planning Specialist - Conference Services (Full-Time) - Sea Island : Job Details

Basic Job Function:

Provide overall administrative support to the Catering & Conference Services department. Uphold and ensure compliance with all company and departmental policies and procedures.

Minimum Requirements:

Minimum one (1) year administrative/clerical experience

* Hospitality experience preferred

* High School Diplomas

* Some college course work preferred

Proficient in Windows XP and Microsoft Office software applications such as: Word, Excel, PowerPoint and Outlook

* Social Tables experience preferred

Minimum typing skill of 45+ wpm

* Must pass Typing, Data Entry, Telephone Message Taking, and Customer Service skill testing

* Proficient with peripherals, copier, fax, telephone and calculator

* Ability to provide simple math calculations

* Must have ability to courteously present information to people in one-on-one and group situations

* Ability to work independently and take responsibility of making independent decisions when necessary

Consistently aspires to fulfill our core Company values (Respect, Integrity, Passion, Teamwork, Accountability, Caring, Loyalty & Trust)

* Exhibits the Sea Island Five-Star Behavior Standards with guests, members and co-workers

* Must possess a positive attitude and have the ability to work with a variety of people and in cooperation with coworkers efficiently and effectively

* Must be detail oriented and able to manage competing priorities and multiple deadlines in a fast paced environment

* Ability to easily adapt to organizational and environmental changes

* If applicable, must be flexible to working days, early mornings, evenings, weekends, and holidays

* Report to work at the scheduled time, neatly groomed and in compliance with company Dress Code Policy

Tasks/Responsibilities:

Maintain knowledge of all hotel services/functions and hours of operation

* Distribute and manage all daily reports including, resume, BEO, 10-day

* Handle inquiry calls according to departmental procedures. Clarify by obtaining pertinent information required

* Confirm all Site Visit Agendas

* Book and manage activities for groups as needed

* Create arrival packets for Meeting Planners

* Assist with the completion of BEO's and resumes with guidance from the Conference Services Manager

* Attend planning meeting visits for large programs as needed

* Attend Pre-Con meetings for large programs as needed

* Proficiently edit menu documents and maintain menus in Opera

* Maintain office supply inventory, knowledge of all office equipment, computers and manual systems

* Retrieve and distribute departmental mail

* Process requests for overnight mail and other delivery services

* Print all menus and place cards as requested

* Type and process amenity orders and BEO's as requested

* Oversee department invoicing system and maintain timely payment

* Streamline organization and work flow of the Catering & Conference Services Department

* Uphold appropriate departmental standards of quality/timing with all requests and special projects

* Maintains cleanliness and organization in all work areas

* Uphold appropriate departmental standards of quality/timing

* Uphold and ensure compliance with all company and departmental policies and procedures

* Report all equipment problems and maintenance issues, known safety hazards, or unsafe practices and procedures to supervisor immediately

* Attends all scheduled employee meetings and brings suggestions for improvement

* Willing and timely execution of other duties as delegated by leadership

Physical Requirements:

* Ability to kneel, crouch, squat, climb, stand, sit, balance, reach, bend, push, pull and walk for prolonged periods

* If applicable, must have the ability to work for extended time periods in an outdoor environment, including sun, heat, cold, wind, rain, and higher than normal noise levels

* Ability to perform repetitive tasks with accuracy

* Ability to lift, carry, pull and push up to 30 lbs intermittently throughout a shift

* Ability to read, write and communicate effectively in English, both written and verbal

* May be exposed to mechanical, electrical, chemical and fume hazards

* Maintain compliance with Company Resort Professional Image Policy