Catering Administrative Assistant
The Pacific Club
- Honolulu, HI
- $18.00-20.00 per hour
- Permanent
- Full-time
- DEPARTMENT: Food and Beverage Department.
- REPORTS TO: Catering Director.
- PAY RATE: $ 18 – 20 hr - FT Status 32- 40hrs hours a week, Non-Exempt.
- 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.
- 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.
- 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.
- Word, Excel, F&B software background.
- Food and beverage.
- Hospitality.
- Administrative.
- College degree preferred; on the job training provided.
- Education -High School Diploma or GED.
- 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.
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