Event Specialist (Full-Time)

Basic Job Function:

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

Use of Company Vehicle: Not designated to drive a company vehicle

Minimum Requirements:

• Minimum 3 years clerical / administrative experience preferred
• College preferred
• Minimum High School Diploma required
• Excellent communication skills, both written and verbal and multitasking
• Training experience
• Proficient in Windows XP and Microsoft Office software applications such as: Word, Excel, PowerPoint and Outlook
• Working knowledge of Opera experience preferred
• Proficient with peripherals, copier, fax, telephone and calculator
• Ability to complete 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
• Ability to easily adapt to organizational and environmental changes
• Ability to handle client requests and complaints through being a great problem solver
• 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
• Able to work independently while making sound decisions
• Must be able to multi-task in a fast-paced work environment

Tasks/Responsibilities:

• Maintain knowledge of all hotel services/functions and hours of operations
• Distribute and manage all daily reports including, resume, BEO, 10-day
• Send all group and wedding evaluations. Confirm with Conference Services Manager/Catering Manager on the appropriate recipient
• 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
• 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
• 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
• Ability to lift, carry, pull and push up to 25 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
• Ability to maintain compliance with Sea Island’s Company Resort Professional Image Policy

Skills