Complex Banquet Admin Asst

At Loews Hotels at Universal Orlando, our team members get to make a difference and have fun every day. Our world-class team brings to life the incredible, award-winning hotels located at Universal Orlando Resort.

Named one of Central Florida’s Top Workplaces and one of America’s Best-in-State Employers by Forbes, we are committed to our “power of we” culture.

Are you looking for a place where you can bring your authentic self to work every day and be able to connect, engage and delight?

• We offer excellent benefits and perks including one free meal per shift and free theme park access.
• We have a dynamic culture that makes every day interesting, challenging, fulfilling and fun.
• We embrace diversity at our core and offer the opportunity for all team members to reach their potential.
• We invest in training and development opportunities for all team members.
• We promote social responsibility by being a good neighbor in the community.
• We care for you, just as we care for others.

Who We Are: Founded in 1960, Loews Hotels & Co operates iconic hotels and resorts across the U.S. Together, our diverse and welcoming teams craft exceptional experiences in iconic destinations.

Growth and belonging start here; you’ll be valued for who you are and the goals you have. Whether your next career chapter involves making memories for guests or supporting our properties in our Corporate Office, every role - from Guest Services to Finance, Culinary to IT - offers opportunities to grow and make a meaningful impact.

Creating a Team Member experience where you belong no matter what race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status that makes you, you is a daily focus for us.

About Loews Royal Pacific Resort Join the ‘ohana’ at our island paradise that celebrates the Golden Age of Travel, and the adventures of island-hopping through the South Pacific.

Job Description Summary To assist Banquet Managers in providing 4 Diamond and more preparation, coordination, and servicing of local and convention business. Liaises daily with conference guests/planners to handle specific requests and ensure guest satisfaction. Communicates changes to appropriate hotel operating departments.

Job Specific Duties

• Answers department phone lines
• Fields inquiry calls to appropriate Banquets,Catering or Conference Managers
• Prepares catering packets for clients
• Assists in the development of Banquet Event Orders
• Transmits group resume and Banquet Event Order information to other hotel departments
• Maintain the accuracy of the BEO bible- (guarantees, replacing revised/original BEO’s)
• Weekly walkthrough of meeting space with follow-up to Engineering/Banquets on maintenance requests (maintains schedule)
• Set up maintenance schedule of carpet cleaning, chair cleaning, and deep cleaning of meeting space
• Walk through of all room sets prior to functions for accuracy
• Ensure events are posted correctly on Reader boards and meeting room door cards
• Maintain food menu signage for buffets
• Review resumes and BEO’s in detail to determine needs and assist with facilitating them with the Catering/CS Manager’s assistance
• Check with in-house clients to determine needs/requirements- communicate to appropriate departments via Rush Line and Radio
• Communicate changes/additions with Banquet/Catering/CS Managers pertaining to their group
• Assist with pop up sites
• Assist with inquiry calls
• Assist with resumes and post cons as needed
• Assist on-site with weddings when needed
• Coordinate wedding/local tastings with banquets and kitchen
• Coordinate package delivery for group clients and coordinate with client/Business Center on outgoing packages as needed
• Ensure Delphi menus are maintained and pricing is correct
• Update email menus as needed
• Coordinate new menu design
• Ensure all departments are using the correct format and latest version of banquet menus
• Assist Food and Beverage Director as needed with Delphi reports/forecasting
• Maintain the Delphi tracking of Enhancements /Loews luncheons, etc.
• Monthly report to Accounting for tracking
• Attend training classes
• Types and distributes correspondence
• Sends, receives, and distributes mail and faxes
• Composes departmental reports
• Develops and maintains filing system
• Orders office supplies
• Other duties as assigned

General Duties

• Notifies appropriate individuals promptly and fully of all problems and unusual matters of significance
• Is polite, friendly, and helpful to guests, management, and fellow employees
• Promotes and applies teamwork skills at all times
• Attends all appropriate hotel meetings and training sessions
• Maintains cleanliness and excellent condition of equipment and work area
• Executes emergency procedures in accordance with hotel standards
• Complies with safety regulations and procedures
• Complies with hotel and department policies, standards, and rules
• Remains current on hotel information and changes

Qualifications

• 1-2 years of experience in hospitality or administrative roles, preferably in food and beverage operations
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Familiarity with POS & Staffmate scheduling system preferred
• Strong organizational and multitasking skills with attention to detail
• Excellent communication and interpersonal skills
• Position requires the ability to communicate effectively in English, both verbally and written, with team members, leaders, and guests.
• Position requires flexibility to work a varied schedule, including days, nights, weekends, and holidays, as scheduled.