Job Description:
We are so much more than hospitality. At Holiday Inn Portland – Columbia Riverfront, our goal is to provide our team with the tools to grow both personally and professionally, while developing foundational skills to take them to the next level. If you’re an ambitious team player looking for a fun, supportive work environment, and opportunities for growth and advancement, we’d love to hear from you!
Position Summary: Responsible for providing administrative support to the sales and catering managers and the executive team.
Essential Functions:
- Greet and assist clients, guests and team members in a professional, friendly, and hospitable manner
- Strong attention to detail with ability to prioritize tasks and meet deadlines
- Handle incoming phone calls, and route appropriately
- Manage incoming and outgoing mail
- Respond accurately, timely and in a professional manner to all sales inquiries when staff are not available
- Assist with marketing initiatives, to include social media postings, campaigns and various graphic design projects
- Perform a range of operational and sales support activities to include, but not limited to:
- Create, maintain and update files
- Prepare and manage gift certificates
- Assist with preparing presentation materials, documents, spreadsheets, flyers and various communications
- Create and assist with editing contracts, addendums and proposals
- Assist with group invoicing and billing as needed
- Assist with preparing required sales reports
- Perform/assist with project management tasks
- Manage office supply ordering and inventory
- Create gifts for VIPs, site tours, etc., and manage inventory of items, including ordering as needed to maintain supply
- Site tour preparations (checking guestrooms and meeting spaces, send advance notifications, work with other departments to ensure preparedness for site tour)
- Attend specified internal meetings, take minutes and distribute to team members
- Run office errands as needed
- Keep an organized, and tidy work area
- Perform other duties as assigned
Additional Responsibilities:
- Maintain a safe working environment and immediately report all unsafe conditions
- Comply with all policies and procedures set forth by the property Employee Handbook
- Maintain a good working relationship with all departments
Qualifications:
- High school diploma or GED
- Detail-oriented in correspondence, reports and organization of daily office activities
- Strong verbal and oral communication skills
- Considerable knowledge of Microsoft Office Suite (ex. Word, Excel, Publisher, PowerPoint)
- Delphi knowledge a plus
- Ability to:
- Work with minimal supervision
- Maintain a professional appearance and conduct oneself in a professional manner
- Be a team player
- Work well under pressure
- Deal courteously and tactfully with employees and the general public
Working Conditions:
This position requires the ability to perform those activities necessary to complete the essential functions of the job, either with or without reasonable accommodation.
Walking: 5%
Standing: 5%*
Sitting: 80%*
Bending: 5%
Lifting: 5% / up to 25 lbs.
*Standing and sitting variances will occur depending on assigned work area
Work Environment
The noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
