What are the responsibilities and job description for the Catering Administrative Assistant position at The Pacific Club?
About the Company:
Established in 1851, The Pacific Club is the oldest private club of its kind west of the Mississippi. Members value their membership because the Club promotes fellowship and camaraderie. The Club provides a beautiful setting for the reception of members, families, guests, travelers, and residents. Today, The Pacific Club is a business club, a family club, a social club, an athletic club, and a dining club. Its membership is more diverse today than at any time in its history. The Club’s members enjoy a commonality in friendship and belonging. While the Club is open to a broad range of society, one still needs to be invited by a sponsoring member. The political, social, religious, and ethnic backgrounds of the Club’s members are more blended than ever before, and the age range of members has never been so diverse. The Club’s timeless character and ambiance remain the same.
Job Details:
- DEPARTMENT: Food and Beverage Department.
- REPORTS TO: Catering Director.
- PAY RATE: $ 18 – 20 hr - FT Status 32- 40hrs hours a week, Non-Exempt.
MAIN PURPOSE OF JOB:
- Primary recipient of inbound catering calls.
- Answers email, telephone and interoffice messages for the department while assisting in promoting the club's dining facilities for private banquets and social meetings or other member related activities.
Responsible for catering office administrative duties:
- Assists Catering Coordinator with maintaining reservations.
- Enters menus and events in NS as needed for monthly distribution.
- Maintains monthly banquet event listing clipboards.
- Assist with weekly distribution, confirmation of menus and timely printing/distributing of Banquet Event Orders (BEO).
- Follow-up calls three days out to confirm reservations.
- Checks and ensures that all the upcoming events have a confirmed menu and final counts for the kitchen to prepare food accordingly.
- Ensures that all signed documents for events are received, logged in the system, and filed accordingly.
- Prints a copy of all member function questionnaire for the controller file.
- Emails invoices and post event questionnaire to clients.
- Redirects large events inquiries to the catering Director and/or Catering Coordinator as appropriate.
- Creates daily lobby poster.
- Emails the daily list of events and change order to other departments.
- Stocks banquet menu packages.
- Prepares signage, entrée cards, and prints special menus as needed.
- Helps obtain pertinent information and forms needed for event planning.
- Confirms room reservations, and asks for deposits when applicable.
- Performs special projects or duties as assigned by the Catering Director, Food and Beverage Director, and Catering Coordinator.
- Checks and signs for liquor, wine, and other deliveries.
- Assist with sorting and putting away decorations for club events.
- Assist Captain with printing buffet labels for events, filing, data entry and other administrative duties as needed.
- Assists with preparing event bills and invoicing clients.
- Assists with club events and weekend events as needed.
Qualifications and Requirements:
- Strong organizational skills, attention to detail ability to multi-task.
- Exceptional telephone etiquette and hospitality service.
- Good writing and verbal skills.
- Proficient in Microsoft Word and Excel.
- Food and beverage knowledge. (preferred)
- Requires problem solving and judgment, alertness, and strong attention to details.
- Highly organized, able to multi-task, and prioritize in order to meet deadlines and requests.
- Able to learn Club Connect Catering System software to log in events, input menus, Sundries and comments.
Preferred Criteria/Experience:
- Word, Excel, F&B software background.
- Food and beverage.
- Hospitality.
- Administrative.
Education and Training:
- College degree preferred; on the job training provided.
- Education -High School Diploma or GED.
Benefits:
- 100% of Medical Coverage Premium is paid for employee
- 10 days Paid Holidays.
- Paid Vacation.
- Personal Time Off.
- 401K with employer match.
- Discretionary Christmas Bonus.
- Flexible Spending Account.
- Birthday Holiday.
- Free Employee Meal.
- Free Parking.
Salary : $18 - $20
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