Administrative Services Manager jobs in San Jose, CA

Under the supervision of the Director of Catering is responsible for all aspects and functions of the Conference Services in accordance with Hotel standards. Coordinates arrangements and details for clients' functions.

• Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.

• Ensure that standards are maintained at a superior level daily.

• Prepare ‘call report’ on daily basis.

• Maintain contact with ongoing clients on a regular basis. Anticipate guests’ needs, respond promptly, and acknowledge all guests, however busy and whatever time of day.

• Be familiar with all Hotel services/features and local attractions/activities to respond to guest inquiries accurately.

• Maintain complete knowledge of:

o Daily scheduled group functions, times, locations, amount of people and specified requirements.

o Location of all Hotel function space and names of rooms.

o All styles of meeting and Banquet room settings.

o Correct maintenance and use of equipment.

o All Departmental/hotel policies and procedures.

o All safety guidelines.

• Suggest, confirm, and finalize menus for clients.

• Monitor services provided by banquet staff.

• Coordinate activities of catering department with other departments to ensure excellent service to guests.

• Assist in preparing weekly and monthly reports and forecasts.

• Participate in quality control activities.

• Interact in courteous and professional manner with all guests, staff, and community members.

• Respond in a courteous, professional, and rapid manner in order to resolve all guest and staff difficulties.

• Apply principles of logical thinking to a wide range of nonstandard intellectual and practical problems to perform and direct many varied and complex tasks.

• Interact with people beyond giving and receiving instructions, particularly interaction with supervisor, subordinates, co-workers, and guests in completing assignments, resolving staff and guest complaints.

• Create & maintain all group resumes and group meeting requirements and organize into chronological order.

• Conduct weekly Resume Meetings.

• Conduct Pre-Convention Meetings.

• Attend BEO Meetings which are held twice a week on Tuesday and Thursday. 

• Inspect set-ups; check for cleanliness, neatness and agreement with group requirements and departmental standards; rectify deficiencies with respective personnel.

• Meet group coordinator/host(ess) prior to function, make introduction and ensure that all arrangements are agreeable.

• Coordinate group's requests for additions/changes to scheduled arrangements.

• Maintain a personal organization system for files and paperwork within departmental guidelines.

• Ability to effectively handle multiple accounts and priorities, to ensure the successful completion of all job duties and client responsibilities.

• Contact client and maintain effective communication throughout planning and while on site to insure successful completion of convention.

• All other duties as required.

• Experience: Minimum two years’ experience for a luxury or ultra-luxury property.

• Education: College degree or equivalent work experience.

• General Skills: Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.

• Technical Skills: Knowledge of foods and wines; thorough knowledge of banquet service and operations; thorough knowledge of market in which hotel is competing; ability to generate sales; ability to effectuate quality and quantity control standards; ability to be resourceful, creative and maintain flexibility; ability to add and subtract three-digit numbers. Ability to perform mathematical operations, ability to access, input, analyze and retrieve information from computers; ability to maintain excellent relations with staff; ability to maintain staff and guest confidentiality at all times; ability to manage by example; ability to accept responsibility for actions of others; exceptional oral communication skills to ensure ability to negotiate and persuade guests and staff to achieve results beneficial to operation of hotel; ability to converse calmly with challenging guests, superiors and subordinates in sometimes intense emotional situations; ability to focus and maintain attention to performance of tasks despite frequent stressful, emergency, critical or unusual interruptions; ability to memorize, recollect and quickly retrieve dates, names, times and other data; ability to work and complete assignments on time despite frequent stressful, emergency, critical or unusual interruptions; ability to participate in all departmental and hotel-wide meetings.

• Other. Teamwork, flexible, positive attitude, great written communication, and luxury experience preferred. Skilled in Outlook, Microsoft Office, Sales Force, Social Tables, Opera, and Microsoft Teams.

• Language: Required to speak, read, and write English, with fluency in other languages preferred.

• Physical Requirements: Must be able to exert physical effort in transporting 20 pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.

• Licenses & Certifications: None required.

The salary range for this position is $65,000 to $85,000 annually. This is the pay range for this position that the Hotel reasonably expects to pay. This position is eligible for bonus.

Decisions regarding individual salaries will be based on a number of factors, such as experience, type of hotel luxury experience, location, and education.