Hospitality Administrator
Rutherford, CA Hospitality
Job Type
Full-time
Description

SUMMARY/PURPOSE:


The Hospitality Administrator provides support needed for the Tasting Room and Experience Departments in order to ensure guest and group experiences operate efficiently. Responsibilities include: answering phone inquiries, taking and booking reservation details, communicating with guests and vendors, accurately executing billing, and clerically supporting the needs of the tasting rooms.


  

ESSENTIAL JOB FUNCTIONS

  • Conducts project management support documenting and organizing details and managing guest files.
  • Provides information on Peju Calmere Estate products, services and events.
  • Provides concierge services for new and existing guest including service calls, inquires and confirming event details. 
  • Provides follow up communication with guests; confirms reservation date, time of visit and customer data. 
  • Fields guest inquiries, inbound telephone sales, captures customer details and enters information into system and company calendars. Prioritizes guest inquiries and forwards to Tasting Rooms and Experience Department. 
  • Manages and updates multiple event calendars, files and data. Maintains event files with updated information, invoices, billing and payments.
  • Proactively communicates event information to Experience team.
  • Understands each experience and helps manage customer/guest expectations, issues or concerns. Works closely with departments to ensure reservation and experience requirements are met and set up for success. 
  • Creates event order, collects deposits and sends receipts to guests. Designs menus or event agenda and prints.
  • Completes, sends and follows up on event contracts.
  • Completes request for proposals from vendors.
  • Confirms staffing prior to event date. 
  • Completes final billing after event.
  • Prepares written thank you note and send final receipt to guests.
  • Provides support as needed onsite for event day; check in, welcoming, greeting, small event set up and clean up. 
  • Ensures all inventory records are updated and maintained. Takes physical inventory of kitchen equipment, table tops and linens.
  • Executes additional projects to support the Tasting Room and Experience Departments.
Requirements

Qualifications: 

  • Bachelor’s degree in Hospitality or Event planning preferred. Minimum AA degree.
  • Minimum of 3 years in event administration or working for a luxury restaurant or resort with the above listed experience.  
  • Concierge or reservations experience is highly desirable.
  • AMS experience or similar POS software experience is highly preferred.
  • Excellent written and verbal communication skills.
  • Ability to resolve problems quickly and swiftly to meet guest expectations.
  • Ability to build and enhance internal and external customer relationships.
  • Ability to manage multiple tasks simultaneously.
  • Ability to meet deadlines and deliver high quality work product.
  • Strong attention to detail with the ability to produce highly accurate results with minimal supervision.
  • Strong project management skills.
  • Strong organizational skills to enter and manage data. 
  • Proficiency in basic computer skills including but not limited to Microsoft Office applications; Outlook, Word, Excel, PowerPoint
  • Ability to learn new systems and procedures.