Monterey Plaza Hotel and Spa
Catering Administrative Assistant, Monterey Plaza Hotel & Spa
Monterey Plaza Hotel and Spa, Monterey, California, United States, 93941
The Monterey Plaza Hotel & Spa is a luxury property within the Woodside Hotel Group collection. This 290 room property has four penthouse suites, over 17,000 square feet of meeting space, expansive exterior space known as the Plaza, the Promenade and the Terrace, and an award-winning food and beverage program. Banquets, Schooners Coastal Kitchen and Bar, Helmsman Lounge, Tidal Coffee, and Room Service provide guests, groups, and local visitors numerous dining options. Vista Blue Spa offers a wide array of services in an outstanding location on the penthouse suite level and hosts the Fitness Center in addition to retail and sundries. The Monterey Plaza Hotel & Spa is the only Forbes 4-Star property in Monterey, which it has earned annually since 2009, and the only property ranked No. 1 for both business and leisure by Trip Advisor in Monterey.
The Monterey Plaza's mission is to consistently operate as one team, to produce raving fans, loyal guests and associates while achieving annual financial expectations. Enthusiastically taking care of our guests defines hospitality at our property.
We are seeking a Catering Administrative Assistant to join our outstanding team.
An integral part of our Catering operation, this position is responsible for performing clerical and routine administrative functions, including typing departmental correspondence; organizing and coordinating administrative tasks; assisting team with general clerical duties; and answering telephones to ensure business objectives are achieved.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Reads and routes incoming mail, to include signed catering contracts, memos, reports, changes and revisions. Locates and attaches appropriate file to correspondence to be answered by the appropriate Catering Manager. Composes and types routine correspondence as assigned by the Director of Catering and the Catering Managers. Assists the Catering Managers in preparing, revising and distributing all Banquet Event Orders. Answers and screens all incoming telephone calls and forwards to the appropriate Catering Manager and/or takes clear and concise messages. Prepares the daily and weekly function sheets and distributes to all Departments. Organizes and maintains the Catering Department files and files correspondence and other records. Prepares meeting planner packets and distributes as requested. Compiles and types all required Catering reports and prepares charts and graphs as requested. Drafts, types and/or makes copies of routine correspondences and all other printed materials. Prepares outgoing mail and correspondence, including e-mail and faxes. Orders and maintains all necessary supplies including all Catering collateral. All other duties as assigned by the Supervisor. This job description has not been designed to cover or contain a comprehensive listing of all of the activities, duties or responsibilities that are required of an associate for this job. Further, duties, responsibilities and activities may change at any time with, or without, notice.
Regular attendance in conformance with the standards, which may be established by the Hotel from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action up to and including termination.
Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the Hotel.
Upon employment, all associates are required to fully comply with the Hotel rules and regulations for the safe and efficient operation of the Hotel facilities.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Responds promptly to the needs of the Director of Catering, Catering Managers and current and potential clients. Able to communicate effectively in English in both written and verbal communication. Very organized, detail oriented and completes work in timely manner. Ability to read, analyze, and interpret Catering contracts, Catering procedures, etc. Ability to write all Catering reports and all other business correspondence clearly and informatively and edits work for spelling and grammar. Ability to effectively present information and respond to questions from the Catering Staff, Managers, clients, guests and the general public. Advanced mathematical skills in order to calculate Catering figures and amounts such as discounts and percentages. Ability to type 60 wpm, strong working knowledge of MS Office programs, such as Excel, Word, and Outlook is necessary. Ability to alphabetize correctly and maintain paperwork, files and reports in an organized and comprehensive manner. Operate with the highest ethical standards and able to maintain confidentiality of work. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Knowledgeable of third party liability. Able to communicate effectively with guests and other team members. Meets legal age requirements for the position.
EDUCATION/EXPERIENCE
Bachelor's degree (B. A.) from four-year college or university; or one to two years related Catering experience and/or training; or equivalent combination of education and experience.
CERTIFICATES, REGISTRATIONS AND LICENSES
Food Handler certification.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate. This position operates in an office environment that may be noisy and routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. The associate may occasionally be exposed to outside weather conditions.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the associate is regularly required to sit, use hands to finger, handle, or feel and talk or hear. The associate is frequently required to stand and reach with hands and arms. The associate must occasionally lift and/or move up to 10 pounds.
GROOMING
All associates must maintain a neat, clean and well-groomed appearance (specific standards available.)
PAY SCALE
The pay scale for this position is $24.70, with the position being eligible for a potential [or possible] increase after 6 months.
Monterey Plaza Hotel & Spa is an equal employment opportunity employer. Company policy prohibits unlawful discrimination based on race, color, national origin, ancestry, ethnicity, religion (including religious dress and grooming), sex, gender, sexual orientation, gender identity (including gender-related appearance and behavior), partnership status, pregnancy (childbirth, breastfeeding, or related medical condition), age, physical or mental disability, medical condition, military or veteran status, status as a victim of domestic violence, sexual assault, or stalking, genetic information, marital status, ethnicity, alienage, citizenship status or any other protected classification, in accordance with applicable federal, state, and local laws. Consistent with the American's With Disabilities Act, applicants may request accommodation needed to complete the application process. Please contact the People and Culture Department if you have any questions regarding this policy.
The Monterey Plaza's mission is to consistently operate as one team, to produce raving fans, loyal guests and associates while achieving annual financial expectations. Enthusiastically taking care of our guests defines hospitality at our property.
We are seeking a Catering Administrative Assistant to join our outstanding team.
An integral part of our Catering operation, this position is responsible for performing clerical and routine administrative functions, including typing departmental correspondence; organizing and coordinating administrative tasks; assisting team with general clerical duties; and answering telephones to ensure business objectives are achieved.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Reads and routes incoming mail, to include signed catering contracts, memos, reports, changes and revisions. Locates and attaches appropriate file to correspondence to be answered by the appropriate Catering Manager. Composes and types routine correspondence as assigned by the Director of Catering and the Catering Managers. Assists the Catering Managers in preparing, revising and distributing all Banquet Event Orders. Answers and screens all incoming telephone calls and forwards to the appropriate Catering Manager and/or takes clear and concise messages. Prepares the daily and weekly function sheets and distributes to all Departments. Organizes and maintains the Catering Department files and files correspondence and other records. Prepares meeting planner packets and distributes as requested. Compiles and types all required Catering reports and prepares charts and graphs as requested. Drafts, types and/or makes copies of routine correspondences and all other printed materials. Prepares outgoing mail and correspondence, including e-mail and faxes. Orders and maintains all necessary supplies including all Catering collateral. All other duties as assigned by the Supervisor. This job description has not been designed to cover or contain a comprehensive listing of all of the activities, duties or responsibilities that are required of an associate for this job. Further, duties, responsibilities and activities may change at any time with, or without, notice.
Regular attendance in conformance with the standards, which may be established by the Hotel from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action up to and including termination.
Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the Hotel.
Upon employment, all associates are required to fully comply with the Hotel rules and regulations for the safe and efficient operation of the Hotel facilities.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Responds promptly to the needs of the Director of Catering, Catering Managers and current and potential clients. Able to communicate effectively in English in both written and verbal communication. Very organized, detail oriented and completes work in timely manner. Ability to read, analyze, and interpret Catering contracts, Catering procedures, etc. Ability to write all Catering reports and all other business correspondence clearly and informatively and edits work for spelling and grammar. Ability to effectively present information and respond to questions from the Catering Staff, Managers, clients, guests and the general public. Advanced mathematical skills in order to calculate Catering figures and amounts such as discounts and percentages. Ability to type 60 wpm, strong working knowledge of MS Office programs, such as Excel, Word, and Outlook is necessary. Ability to alphabetize correctly and maintain paperwork, files and reports in an organized and comprehensive manner. Operate with the highest ethical standards and able to maintain confidentiality of work. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Knowledgeable of third party liability. Able to communicate effectively with guests and other team members. Meets legal age requirements for the position.
EDUCATION/EXPERIENCE
Bachelor's degree (B. A.) from four-year college or university; or one to two years related Catering experience and/or training; or equivalent combination of education and experience.
CERTIFICATES, REGISTRATIONS AND LICENSES
Food Handler certification.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate. This position operates in an office environment that may be noisy and routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. The associate may occasionally be exposed to outside weather conditions.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the associate is regularly required to sit, use hands to finger, handle, or feel and talk or hear. The associate is frequently required to stand and reach with hands and arms. The associate must occasionally lift and/or move up to 10 pounds.
GROOMING
All associates must maintain a neat, clean and well-groomed appearance (specific standards available.)
PAY SCALE
The pay scale for this position is $24.70, with the position being eligible for a potential [or possible] increase after 6 months.
Monterey Plaza Hotel & Spa is an equal employment opportunity employer. Company policy prohibits unlawful discrimination based on race, color, national origin, ancestry, ethnicity, religion (including religious dress and grooming), sex, gender, sexual orientation, gender identity (including gender-related appearance and behavior), partnership status, pregnancy (childbirth, breastfeeding, or related medical condition), age, physical or mental disability, medical condition, military or veteran status, status as a victim of domestic violence, sexual assault, or stalking, genetic information, marital status, ethnicity, alienage, citizenship status or any other protected classification, in accordance with applicable federal, state, and local laws. Consistent with the American's With Disabilities Act, applicants may request accommodation needed to complete the application process. Please contact the People and Culture Department if you have any questions regarding this policy.