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About the Role

Handle all administrative duties for the Catering & Convention Services Department, supporting event planning and reservation management.

Responsibilities

• Answer incoming telephone calls for Catering and Convention Services.
• Respond to telephone inquiries by determining client needs and specifications.
• Process all incoming and outgoing correspondence.
• Type all outgoing correspondence.
• Maintain filing systems according to event details.
• Gather and organize materials for weekly/monthly reports.
• Sell Food & Beverage to small convention groups and one-shot groups.
• Manage daily office duties including Event Reader Boards, Door Cards, BEO Change Log/Distribution, Guarantee Sheet, and Daily Report.
• Manage weekly office duties including BEO distribution, Resume distribution, and event report distribution.
• Arrange appointments for the Catering and Convention Services leadership team.
• Input and organize group amenity requests.
• Assist with Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Convention Meeting Welcome Packets, and Thank You Letters.
• Build and maintain rapport with assigned clients and function as their liaison.
• Create resume shells, corporate events memos, and vouchers for incoming customers.
• Process and complete documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests, and vendor requests.
• Assist with creating and adjusting Banquet Event Orders (BEO’s).
• Coordinate Pre-Convention Meeting and Post-Convention Meeting Outlook invites.
• Support the planning and execution of in-house meetings.
• Track and monitor deposit payments.
• Communicate clearly and effectively across all departments.
• Ensure all functions are "tied-down" 72 hours in advance.
• Handle special projects and other administrative tasks as assigned.
• Provide coverage for the conference concierge team.
• Review group blocks for cut off date extensions and ensure correct creation and monitoring.
• Attend weekly group pick-up meetings.
• Run daily group arrivals lists and no-show reports.
• Ensure group blocks, group lists, group billing, and cutoff dates are maintained.
• Ensure all group billing, routing, master accounts, and A/R accounts are set in compliance with Omni SOP’s.
• Attend Pre-Convention Meetings, Resume Meetings, Group Pick up Meetings, and Reservations Departmental meetings.
• Work with Convention Service Managers and Group Clients on group rooming lists and Business Travel Managers to input reservation requests.
• Monitor room type availability daily.
• Create and maintain group & transient room blocks, ensuring correct billing and information.
• Research and charge for all no-shows, cancellations, and deposits.
• Report changes in group pickup that would affect selling strategies.
• Control suite inventory and specialty rooms according to policy.
• Ensure positive guest service and respond to complaints.
• Turn dissatisfied guests into return guests.

Requirements

• Previous catering, convention services experience preferred.
• Previous office and customer service experience required.
• Previous hotel experience in Reservations, Front Office, Sales and Marketing, or Accounting environment is preferred.
• Other relevant event, meeting planning, or hotel operations experience may be considered.
• Ability to clearly and pleasantly communicate in English with guests, management, and co-workers, written, verbally, in person, and by telephone.
• Ability to accurately and efficiently input information into computer systems.
• Ability to work cohesively and respectfully with co-workers.
• Ability to think clearly, quickly, and make concise decisions.
• Ability to work well under pressure, dealing with many guest and manager requests/questions within a short period of time.
• Strong organizational skills with the ability to prioritize and multi-task in a fast-paced environment.
• Ability to prioritize and organize workload to ensure deadlines are met.
• Ability to handle stressful situations while maintaining a calm, welcoming, and respectful demeanor.
• Highly developed customer service skills, possessing a friendly, approachable demeanor and strong problem-solving abilities.
• Must be able to work a variety of shifts, including early mornings, nights, weekends, and holidays.
• Ability to sit and engage in repetitive motion, including utilizing telephone/computer for extended periods.
• Ability to move at a quick pace for extended periods.

Skills

• Delphi experience required.
• Microsoft Excel, Powerpoint, and Word required.
• Proficient computer skills on Microsoft Office, Excel, and Word.
• Keen eye for detail.

Location

• San Francisco

Work Type

• Full-time

Experience Level

• Not specified

Education Level

• High school education required
• College degree preferred

Salary/Compensations

• $36.34/hour

Benefits

• Not specified

About the Company

• Omni San Francisco Hotel offers a refined escape for both leisure and business travelers.
• Located in the heart of the Financial District, moments from Union Square and the Embarcadero.
• Four-star hotel blending timeless luxury with contemporary style.
• Dedicated to creating a culture of warmth, respect, and growth where associates are empowered to deliver exceptional service and create memorable moments.
• Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer.

Equal Opportunity

• Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
• Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.
• EEOC is the Law Poster.