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Sales Administrative Assistant - Hotel Irvine

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Date: Jan 9, 2019

Location: IRVINE, CA, US, 92614

Company: The Irvine Company

Position Summary:

Performs a broad range of duties for an executive or management team, as assigned.  Responsible for handling the day to day operation of the Catering and Conference Services department and specifically their designated managers needs, for securing requested information, assisting with banquet event orders, running reports, processing expense reports, managing calendars/appointments, greeting clients, etc. Handles telephone calls, routing them to others or dealing with them directly, as appropriate; arranges conference calls and walks meeting spaces. Prepares a variety of communications including emails, memos, meeting agendas and meeting minutes.  Processes  invoices, sets up vendors, completes all office orders and uploads weekly schedules for admin team.  Able to speak on management teams behalf when not available for clients. 

Job Duties:

  • Follow proper payroll procedures.
  • Answer telephone and use the paging system according to The Island Hotel standards and act as a liaison between callers and the Catering Managers.
  • Type in a proficient manner to ensure a quality and timely product.
  • Train new catering staffs with delphi system and office procedures.
  • Update menu and price information in delphi system as they change.
  • Train administrative assistants to produce banquet checks, door cards, change sheets, 10-day Reports, monthly catering food and beverage report, room usage reports, etc.
  • Produce 3-month forecasts.
  • Efficiently utilize typewriters and computers to complete all correspondence (proposals, contracts, form letters, internal forms, etc.).
  • Process all mass and special mailings generated by the catering office or for related catering purposes.
  • Maintain all catering files in accordance with established procedures and standards.
  • Advise a manager when a work assignment cannot be returned within a 48 hour period.
  • Maintain a friendly, caring and helpful attitude with clients, as well as other hotel personnel.
  • Assist clients in the absence of a catering representative.
  • Assist in the preparation of reports as required by the Director of Catering.
  • Keep informed as to the daily hotel activities.
  • Requisition supplies and collateral through the purchasing system with the proper signatures and put said items in their proper place.
  • Participate in scheduled meetings as requested.
  • Copy, fax or mail any documents, files, proposals, prospectus or applications as needed.
  • Prepare menu packets for potential clients.
  • Read and understand the function diary.
  • Book internal meetings and follow through with proper booking procedures.
  • Respond properly in any hotel emergency or safety situation.
  • Perform other tasks or projects as assigned by hotel management and staff.
  • Take ownership of the Delphi system and network.
  • Find ways to make the sales effort more effective and efficient through utilization of the Delphi system.
  • Assume the responsibility to police the Delphi system.
  • Create and run new reports using the Crystal Report Writer.
  • Understand the marketing plan and budgets for the hotel as necessary.
  • Act as liaison between the Sales, Catering/Banquets, Reservations and Systems Manager.
  • Formulate and implement office standards and procedures in relation to Delphi.
  • Keep the Delphi users educated on procedures and features and organize workshops for those who may need extra attention.
  • Ensure that daily backups are being performed and verified.

Minimum Qualifications:

  • Excellent reading, writing and oral proficiency in the English language.
  • Must be able to type a minimum of 40 WPM.
  • Previous administrative, hotel and/or related experience required.
  • Knowledge of Sales and /or Catering functions preferred.
  • Working knowledge of Windows XP, OPERA, Microsoft Office Suite, Novell Operating System preferred.

About Us:
Hotel Irvine (a part of Irvine Company’s Coastal Collection) is an independent lifestyle hotel that’s redefining where business stays.

A breath of fresh air in an otherwise mundane sea of ordinary, Hotel Irvine offers a sleek, vibrant, look delivering a contemporary hospitality experience that provides guests with personalized service, pops of bright color and energy bursting from every space.

Our employee community is comprised of hard-working, dedicated hospitality professionals who deliver genuine, personalized service that stays with guests long after they’ve left. It’s an environment populated with talented, passionate and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.

The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Nearest Major Market: Irvine California
Nearest Secondary Market: Los Angeles

Job Segment: Secretary, Sales Support, Hotel, Administrative Assistant, Administrative, Sales, Hospitality

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