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Event Planning Specialist (Conference Services - Full Time)

Sea Island

Sea Island

Waverly, Georgia, US.

FULL TIME

Category

Business and Financial Operations Occupations

Published on 2022-03-18 21:37

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

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