Stanford Hotels Corporation is a mid-size, owner-operated company that specializes in the development and management of high quality, full service hotels using a variety of franchise brands. The corporate office is located in San Francisco; however, Stanford Hotels has 13 properties throughout the U.S. comprising three top global brands including Marriott, Starwood and Hilton.
Our goal is to be the "Best of the Brand." Since 1985, Stanford Hotels Corporation believes that high-quality properties, exceptional customer satisfaction, and engaged employees set Stanford Hotels apart from the rest.
*Strong product knowledge and understanding of hotel operations and all departments
*Monitors standard office procedures for accuracy
*Responsible for ensuring room and space inventory controls are in place and updated regularly
*Maintain comprehensive records for timely completion of periodic reports
*Responsible for filing, typing documents for banquet event orders and sending thank you letters
*Assist other members of Sales and Catering Management team with functions, bookings, and follow up
*Perform various clerical functions associated with catering department, including but not limited to composing correspondence, coupons, sales, accounting and tracking
*Must be able to meet the attendance guidelines of the job and adhere to departmental and company policies
*Assist other members of Sales Catering Management team in coordinating all aspects of business from point of sale to guest departure
*Responsible for all in house events, banquet event orders and monitoring space on the function diary
*Responsible for maintenance and updating of menus in Delphi
*Responsible for all group guarantees and final payments
*Opening and closing of Catering Group Folios
*Creating and updating Banquet Event Orders for Catering Sales Managers as needed
*Answer all incoming calls within 3 rings for Catering with a friendly, helpful and professional attitude. Assist with sales calls as needed
*Greet and assist all incoming guests with a friendly, helpful, and professional attitude
*Qualify all calls by obtaining pertinent information, i.e., number of people, dates and times of functions, and to refer asap to manager (do not put lead into voicemail)
*Maintains and controls all catering sales (including wedding) collateral material/sales kits and re-order with approval
*Maintains and orders with approval, all office supplies and stationary, by maintaing par levels
*Maintains file system and purge old files according to company policy
*Copies and distributes weekly 12 day forecast
*Assists each catering and sales manager / director with various tasks that they need completed
*Assist with maintaining operating office equipment
*Handles all incoming and outgoing mail to include Fed Ex and UPS
*Assist clients with any business center items
*Cover Office Manager duties as needed
*Participate and help detail all FAM tours
*Attend all required training sessions
*Create flyers and direct mail pieces to solicit business
*Maintain departmental cost controls
*Comply with all hotel policies, procedures and standards
*Flexibility of schedule with the ability to work weekends and holidays
*Attend department meetings and other hotel meetings as requested
*Complete all reports and tasks on time and accurately
*Perform any additional tasks as requested
*Must be able to continuously maneuver around office area; bend, crouch, kneel, lift, twist, and work at a desk and around catering hall when performing coordinator / assistant functions
*Must be able to read, write, speak and understand English. Must be able to acknowledge, greet and converse in English
*Must be proficient in Windows, Word, and Excel
*Must type at least 40 wpm with knowledge of all office equipment
*Must possess and utilize good "people" skills, good verbal and written communication skills, ability to work under pressure and with tight time restraints, experience in A/P preferred
*Prior hotel sales or catering administrative support experience preferred
*Perform all clerical duties relevant to the sales process, i.e. typing letters and correspondence, contracts, internal booking forms, memos, etc.
*Maintain file and trace systems.
*Qualify client by getting pertinent information before the client is introduced by phone or in person to the sales manager, i.e. name, phone number, fax number, company name, date of meeting, number of sleeping rooms, etc.
*Answer all phones, including conference-planning phone when necessary, in a professional and courteous manner and direct all calls to the appropriate area.
*Assist all guests in the Conference Service Area in a professional and efficient manner.
*Process daily group rooms pick up report, type weekly site visit report, handle weekly group report from reservations and route to the sales staff, distribute early bird report, monthly occupancy report and lost business report and check on blocks not returned from Reservations.
*Copy and distribute all resumes.
*Maintain and control all sales collateral material and re-orders when necessary.
*Order all office supplies and stationary and keep a regular supply on hand.
*Work with other departments (accounting, front office, etc.) and maintain a positive working relationship.
*Act as an intermediary to the customer in the absence of the sales manager and to the best of your ability; resolve any issues and/or questions there may be.
*Keep on hand general hotel and area information to benefit the client.
*Represent hotel as the Business Center, i.e. copies, faxes and computer work for in-house guests.
*Be able to operate and maintain on a limited basis all office equipment, i.e. fax machine, copier, etc.
*Distribute faxes and incoming mail in a timely manner.
*Complete in-house forms, shipping forms, invoices, etc. (PO's, Amenity Forms)
*Send Federal Express and/or US Mail in a timely manner and assure that supplies for this are kept on hand.
*Report to work for scheduled shift on time and in uniform in accordance with company policy.
*Know and comply with all company policies and procedures pertaining to this position and its duties.
*Take the initiative to greet guests in a friendly and warm manner.
*Perform other related duties as required.
*Assist Sales and Catering Manager's and Directors with various projects. (special assignments)
*Assist with other job duties and functions when needed.
*Strong organizational skills, with the ability to follow directions and be detail-oriented.