What are the responsibilities and job description for the Event Planning Administrative Assistant position at PCH Hotels & Resorts Inc.?
As a member of our hospitality team, the primary role of a Banquet Administrative Assistant is to provide efficient administrative support to the Banquet department, help streamline operations, and assist the Maitre d' to ensure a smooth operation of banquet services. This role is responsible for securing Banquet Event Orders for scheduling purposes, processing and posting banquet checks, and following closing procedures. This role will also update the Banquet checks daily, maintain office supplies inventory, and order additional labor from staffing agencies when required. This role requires excellent organizational and time management skills, strong attention to detail, effective communication abilities, and proficiency in various software and office tools.
- Efficiently and knowledgeably operate NGS (Next Generation System), a specialized software used for managing banquet operations.
- Secure Banquet Event Orders (BEOs) for scheduling purposes, ensuring that all event details are accurately recorded.
- Follow closing procedures diligently, ensuring that all aspects of banquet events are handled smoothly and professionally.
- Update and process Banquet checks daily with actual guest counts, and promptly make any necessary additions or deletions to maintain accurate records.
- Collaborate with the Maître d to review closing procedures and accounts as needed, addressing any discrepancies or issues that may arise.
- Maintain effective communication with the Sales/Catering staff to obtain up-to-date scheduling information and promptly address any changes or adjustments.
- Produce comprehensive Progress Reports on a weekly basis, tracking budgeted versus actual performance to provide valuable insights for improvement.
- Attend Banquet Event Order (BEO) meetings as required, contributing insights and ensuring a smooth flow of information.
- Monitor and maintain office pars, proactively ordering supplies when needed to support efficient banquet office operations.
- Utilize systems effectively to input daily event information, keeping it up-to-date and making necessary edits when required.
