ABOUT WESTGATE RESORTS
Westgate Resorts provides a diverse range of vacation experiences. From sandy beaches on the Atlantic Ocean to snow-covered Utah mountains, families can affordably experience the country's most desirable vacation destinations. A world leader in the timeshare and hospitality industry, Westgate has resorts in Florida, Tennessee, South Carolina, Missouri, Utah, Nevada, and Arizona. Westgate meets every vacation expectation, for every family, for every budget. As we continue growing, we will continue offering the best and most-affordable vacation options out there!

GENERAL SUMMARY OF DUTIES:

Supports the Executive Director of Catering & Convention Services, Director of Banquet Operations, and Director of Convention Services. 

Producing a variety of documents using various machines and equipment.  Process and coordinate event details including preparation of reports/specification sheets for related departments. 

Provide clients with superior guest service.  Answer multi-line telephone and directing inquiries to appropriate person.  Maintain and open files as required. 

Provide secretarial support to departmental staff as needed.

ROLE AND RESPONSIBILITIES: (INCLUDES BUT IS NOT LIMITED TO THE FOLLOWING)

Consolidate, organize and compute Banquet Invoices and Service Charge Sheet

Assist with preparing, editing and distribution of Banquet Event Orders

Basic mathematical skills necessary to verify/balance reports and perform calculations

Ability to access and input information using a moderately complex computer system

Receive and assist client calls for client and staff resolutions; transfer as needed

Receive and assist with managers’ calls in their absence

Make VIP reservations for limousines and restaurants

Order office supplies and maintain inventory for department

Contact appropriate parties for repairs on equipment after inspection of equipment to facilitate repairs

Keep workstation, outer office, break room and all storage organized and clean

Coordinate with all other hotel departments to ensure proper handling of each event

Ability to organize/prioritize work, meet deadlines

Work with minimal supervision and multiple interruptions, exercise judgement and adapt instructions/directions from one assignment to another

PERFORMANCE REQUIREMENTS: (KNOWLEDGE, SKILLS AND ABILITIES)

Ability to read, write, speak and understand the English language clearly to ascertain and document important information, to follow written and/or verbal instructions and to provide clear direction/guidance.  Ability to relate to all levels of management, guests and employees in verbal/written form.

Ability to remain alert throughout the duration of the shift and remain calm during emergency situations.

Ability to deal with a number of problems requiring initiative and good judgement.

Ability to read, write, speak and understand the English language to complete production requirements, complete job assignments, follow verbal/written requests and communicate with other employees.

Ability to read, write, speak and understand the English language in case of emergency situations and to read caution and/or safety notices.

Communicate effectively both verbally and in writing to provide clear direction, instruction and guidance to departmental staff.

Ability to organize/prioritize work, meet deadlines, work with minimal supervision and multiple interruptions, exercise judgement and adapt instructions/directions from one assignment to another.

Ability to read, write, speak and understand the English language to enable the safe application of products and processes.

Ability to alphabetize.

Ability to maintain confidentiality.

PERFORMANCE REQUIREMENTS: (KNOWLEDGE, SKILLS AND ABILITIES) CONTINUED

Listen and respond to guest inquiries using a positive, clear speaking voice, answer questions and offer assistance giving accurate information.

Social skills as demonstrated by the ability to listen and respond to employee or management inquiries/concerns using a positive, clear speaking voice, answering questions and/or offering assistance giving accurate information regarding plans, policy or procedures within guidelines.

Respond to guest inquiries.  Provide guest satisfaction through assistance, direction and information within hotel guidelines.

Ability to remember, recite and promote the various menu items and catering services.

Knowledge of catering operations including memo knowledge and room lay-out/set-up.

Catering and/or Secretarial knowledge.

Ability to maintain attendance in conformance with standards.

Ability to maintain a neat, clean and well-groomed appearance.

TYPICAL PHYSICAL / MENTAL DEMANDS

Ability to grasp, bend, lift and/or carry, or otherwise move goods weighing a maximum of 15 lbs. on an intermittent basis, and sufficient dexterity of hand to use office equipment including: computer keyboard, calculator, general office equipment and multi-line telephone.

Ability to stand, move and work throughout office and property, including walking up to 1 mile, climbing stairs and/or sitting at desk workstation for the duration of the shift.

Social skills as demonstrated by the ability to deal with internal/external customers, some of whom will require high levels of patience, tact and diplomacy to diffuse anger, collect accurate information and resolve problems and concerns.

EXPERIENCE REQUIREMENTS:

Catering, Accounting, and Administrative experience 

Preference for applicants with working knowledge of iVvy, ADP, Payroll within ADP, Stratton-Warren, HotSOS,

Working knowledge of basic office applications and equipment to include but not limited to: Outlook, Word, Excel, Delphi, LMS, multi-line telephone system, fax, copier, calculator

All your information will be kept confidential according to EEO guidelines.