Terranea Resort

Destination Services Administrator (Part Time)

Terranea Resort Rancho Palos Verdes, CA
Terranea Resort

Destination Services Administrator (Part Time)

Terranea Resort Rancho Palos Verdes, CA
2 weeks ago
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Assisting with all administrative tasks for the Destination Services department, including managing event calendars, delivery schedules, sales presentations, event billing, purchase orders, vendor correspondence and general office duties.

Responsibilities

  • Responsible for the administration of the Destination Services department for all group events.
  • Responsible for checks and balances of Destination Services invoices.
  • Research and assist in new group offerings. Responsible for researching new vendors, setting them up in our system, negotiating payment terms, and collecting all necessary documents.
  • Maintain complete knowledge of all Destination Services offerings and be able to clearly articulate to guests. Update internal marketing materials when requested by the Sales Managers and Supervisors.
  • Be flexible with scheduling and be able & willing to work early/late shifts and weekends when necessary.
  • Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
  • Maintain complete knowledge of proper maintenance and use of equipment. Use equipment only as intended.
  • Order necessary supplies (both for the office and for group events). Responsible for setting up and breaking down in house décor items when requested.
  • Process Destination Services charges to group accounts.
  • Book/block all Destination Service activities in Fare Harbor.
  • Confirm and sign for vendor services when needed.
  • Maintain record of new inquiries and update our project management spreadsheet daily.
  • Create Banquet Event Order requests and diagrams for each events when requested.
  • Anticipate guests’ needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
  • Maintain positive guest relations and resolve guest complaints, ensuring guest satisfaction.
  • Be familiar with all hotel services/features and local attractions/activities to respond to guest inquiries accurately.
  • Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
  • Create folders for all upcoming groups that department managers have had contact with.
  • Send 3-Day vendor confirmations to all activity vendors with updated numbers.
  • Maintain and organize internal filing system. Upload event photos onto the department drive.
  • Remind department managers for signed contracts if not received a week from event.
  • Create Event Overviews for large programs or programs where there were issues.
  • Create estimates, program agendas and contracts as requested by department Sales Managers and Supervisors.
  • Obtain all preliminary information from department managers for upcoming groups.
  • Confirm/verify that department Sales Manager has booked all space necessary for each program.
  • Assist in scheduling staff for group events/activities.
  • Relay all necessary information to internal staff to ensure successful event execution.
  • Attend Resume meetings.
  • Create and submit expense reports as needed.
  • Create and update activity SOP’s.
  • Communicate with Accounting in regards to department expenses and vendor needs.
  • Have a clear understanding of BirchStreet, Salesforce, FareHarbor, and POS System.

Additional Duties & Responsibilities:

  • Flexibility with other aspects of the Destination Services team upon request of Sales Managers and Supervisors.
  • Flexibility with other services not pertaining to guest services, but dealing with the resort .

Qualifications

  • Fluency in English both verbal and non-verbal.
  • Well-presented and well spoken.
  • High school graduate. College graduate preferred.
  • Ability to:
    • Perform job functions with attention to detail, speed and accuracy.
    • Prioritize and organize.
    • Be a clear thinker, remaining calm and resolving problems using good judgment.
    • Be a proactive problem solver and anticipate department and group needs.
    • Follow directions thoroughly.
    • Understand guest’s service needs.
    • Work cohesively with co-workers as part of a team.
    • Work with minimal supervision.
    • Maintain confidentiality of guest information and pertinent hotel data.
Experience, Education, & Licensure:

  • High school diploma. College graduate preferred.
  • Hospitality or special event experience preferred.
  • Additional experience as described above may be substituted with college degree/courses.
  • Previous guest relations and administrative training.
  • Please include a cover letter along with your application.

Compensation

Base pay starting rate: $22.50

#Terranea

  • Seniority level

    Entry level

  • Employment type

    Part-time

  • Job function

    Other

  • Industries

    Hospitality

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