Banquet Administrative Assistant

The Faena Culture

The FAENA Movement is one of culture, art and community. The FAENA Culture is steeped in the warmth and traditions of the south combining authentic and attentive hospitality with the world’s finest amenities. We act as a catalyst in making dreams a reality with the collaboration of ideas. Creating carefully curated spaces paired with excellence in service to delight the most sophisticated guests as they are indulged by the FAENA Culture.  

Job Overview

Provides administrative support to the Banquets Team in various aspects of the department operations. This is to include preparation of emails, purchase orders, organization and maintenance of files, supply and inventory control.

Duties And Responsibilities

• Builds partnerships with internal department leaders to solve challenges and drive process improvements. 
• Orders operating supplies for the Banquets office 
• Greets and assists visitors to the department. 
• Answers incoming phone calls directs calls to appropriate department as necessary.  
• Takes and transmits messages for Banquets Management leaders.  
• Maintains appointment calendar for Banquets Management Team, keeps them informed of scheduled commitments.  
• Prepares and distributes correspondence for the department.  
• Creates Purchase Orders for approvals via BirchStreet system. 
• Schedule and attend Department meetings and line ups. 
• Assists in the preparation and distribution of reports generated by the department.  
• Maintains files for and thorough familiarity with contracts for services, materials and supplies. 
• Maintains trace file for time sensitive activities and materials.  
• Establishes and maintains files to effectively organize the department.  
• Controls inventory for office supplies, requisitions same as needed to support operations. 
• Communicate with all managers and staff. 
• Ordering of equipment and supplies. 
• Maintains departmental payroll reports/records and contact file for department personnel. 
• Maintains departments staffing, PTO and vacation rotation. 
• Maintains accurate contact information for vendors, suppliers and other organizations. 
• Attends appropriate hotel meetings and required training sessions. 
• Inspects grooming and attire of staff; rectify any deficiencies with Department Managers. 
• Assist in maintaining recipe books and costing sheets. 
• Assist in the performance of monthly financial reports. 
• Print and distribute BEO’s for the Team 
• Assists in the completion of special projects as assigned. 
• Assists other Banquet Department personnel as necessary to ensure smooth operation of department. 
• Executes emergency procedures in accordance with hotel standards.  
• Complies with required safety regulations and procedures.  
• Coordinates staff uniform fittings prior to first day of work 
• Supports recruitment process including on boarding, 
• Communicate with other departments on Maintenance and Cleaning issues, Maintenance walk-thoughts.  
• Other duties as assigned. 
• Ability to work a varied schedule that may include early morning, evening, night, and weekend shifts.