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Opportunities at AHTA

Destination Services Administrator (Part Time)

Sunriver Resort

Sunriver Resort

Rancho Palos Verdes, CA, USA
Posted on Thursday, June 20, 2024

Destination Services Administrator (Part Time)

Job Locations US-CA-Rancho Palos Verdes
ID 2024-6442
Category
Administrative
Position Type
Regular Part-Time
Min
USD $22.50/Hr.

Overview

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.

Compensation

Base pay starting rate: $22.50

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