About Us
Located on the world famous San Antonio River Walk, the upscale Westin Riverwalk Hotel offers our associates the opportunity to work in a beautiful location, in a city rich with history and culture. In addition to our health insurance plans and employer matching 401K plan, our associates enjoy a host of on-site benefits that include free meals, free bus passes and heavily discounted parking in a downtown location. Associates at the Westin Riverwalk have access to the Marriott Room Rate Discount program. This program offers room rate discounts at thousands of hotels located throughout the world, with many of these hotels offering a 20% discount for food and beverages. Come join our team! Don't meet every single requirement of this job? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At HEI we are dedicated to building a diverse and inclusive workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to still send in your information. You may be the perfect candidate for this or for other roles within our organization! We value U.S. military experience and invite all qualified military candidates to apply.
Overview
Assist the Director of Catering and Conference Services and Managers in the department with administrative functions.
Responsibilities
- Act as Liaison between Manager(s) and clients in Manager's absence.
- Ability to use various computer word processing and other software packages to enter data, produce contracts, correspondence, forms, memorandum and other documents.
- Answer incoming telephone calls, completing a lead form for all inquiries and assist guests with questions, changes and special requests. Ensure no leads are abandoned and all calls are returned properly (generally within 4 hours). Communicate requests to appropriate departments.
- Distribute documents to appropriate persons and locations to ensure prompt processing of time sensitive information by hotel and supplier staff.
- Handle individual reservations for VIP clients. Ensure that all arrangements, including upgrades, are handled properly, coordinating with other departments through oral and written instruction.
- Type banquet event orders and process any changes.
- Run the daily reports, verify all Event Orders, scan and distribute via email.
- Type Convention Resumes for departmental distribution.
- Create Quotes/Bookings and block meeting space.
- Prepare proposals (Word, Wedding Wire, CVENT, Hotelplanner.com and other lead engines)
- Assist managers with preapring for Trade shows, Pre-Events, Site Inspections and Pre-planning meetings.
- Merge Contracts.
- Fill out paperwork and prepare the booking in the system for the Turnover process and distribute to the other departments.
- Fill out history forms as requested.
- E-mail catering and wedding brochures as requested.
- Maintain filing system according to HEI Hotels and Resorts standards. File contracts and correspondence daily.
- Comply with attendance rules and be available to work on a regular basis.
- Perform any other job related duties as assigned.
Qualifications
- Hotel experience required.
- Hotel Administrative Assistance experience preferred.
- High School Diploma, Bachelor's Degree preferred.
- Basic administrative knowledge such as business letters, formats and telephone etiquette.
- Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy.
- Ability to access and accurately input information into a computer using Microsoft Office Suite.
- Ability to follow written and verbal instructions.
- Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation.
- Ability to set-up and maintain filing systems.
- Effective verbal and written communication skills. Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, public etc.
Benefits
HEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you!For your physical and mental wellness we offer competitive Medical and Dental programs through Anthem Blue Cross Blue Shield as well as Vision insurance programs through EyeMed. Our Vacation, Sick and Holiday programs are available for you to rejuvenate with time off. For your financial wellness, HEI provides a wide array of coverage, including Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans. Our 401(k) Savings Plan with matching funds, and discounts through our 'YouDecide' and Hotel Room Discount programs provide additional incentives for choosing HEI as the employer of your future. Specific details and eligibility of these programs vary by location and employment status.
Work today, get paid today! We proudly partner with DailyPay, a voluntary benefit that allows our associates access to their earnings when they want them.
HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.
