Administrative Assistant | Advertising & Sales

Omni Nashville Hotel

The Omni Nashville Hotel was specially created to be an authentic expression of Nashville’s vibrant music culture. Across from the Music City Center, the luxury hotel is a one-of-a-kind experience, fully integrated with an expansion of the Country Music Hall of Fame and Museum on four levels. Located on Fifth Avenue between Demonbreun and Korean Veterans Blvd.

The Omni Nashville Hotel design is a modern expression of the city’s distinct character, incorporating natural materials, exposed steel and regional limestone. The multi-story hotel and expanded museum shares meeting and entertainment space and brings additional restaurants and retail venues to this dynamic destination in downtown Nashville.

The Omni Nashville Hotel’s associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect, gratitude and empowerment day in and day out.

If you are a friendly, motivated person, with a passion to serve others, the Omni Nashville may be your perfect match.

JOB DESCRIPTION

No Job Description for a position can possibly include all duties which may be requested by guest or required by the hotel. The objective of all positions is to effectively provide the services personally, or to immediately refer requests to the appropriate department manager. The following is a summary of the major responsibilities of the position.

DEPARTMENT: Catering & Convention Services

JOB TITLE: Catering & Convention Services Coordinator

REPORTS TO: Convention Services Manager, Assistant Director of Convention Services

JOB PURPOSE

To handle all Administrative duties as required by the Catering & Conference Services Department.

ESSENTIAL JOB FUNCTIONS

• Answers incoming telephone calls from all Catering and Conference Services phone lines.
• Responds to telephone inquiries by determining client's needs and specifications.
• Processes all incoming correspondence.
• Types all outgoing correspondence.
• Maintains inventory of office supplies.
• Ensures that all filing systems are maintained according to spec's (Local, Convention and Spin-off).
• Gathers and organizes all materials for weekly/monthly reports as directed.
• Sells Food & Beverage to small convention groups and one-shot groups.
• Daily office duties to include Event Reader Boards, Door Cards, BEO Change Log, the Guarantee Sheet and the Daily Report.
• Arranges appointments for the Catering and Convention Services leadership team.
• Assists with Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Conference Meeting Welcome Packets and Thank You Letters.
• Establishes rapport with assigned Catering and/or Conference Services Manager(s) client(s) and functions as their liaison.
• Creates resume shells.
• Creates Corporate Events memos.
• Completes necessary documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests and vendor requests.
• Assists with creating and making adjustments to Banquet Event Orders (BEO’s).
• Coordinates Pre-Conference Meeting and Post-Conference Meeting Outlook invites.
• Works with assigned Catering and/or Conference Manager to ensure that all functions are "tied-down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc).
• Special projects, and other receptionist as assigned.

QUALIFICATIONS

• Previous catering, convention services, or sales support experience preferred in a large convention hotel, preferred. Other relevant event, meeting planning, or hotel operations experience will be considered.
• High school education required, college degree preferred.
• Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management and co-workers, both in person and by telephone
• Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies. Delphi experience strongly preferred.
• Ability to work cohesively with co-workers both within and outside of your department
• Ability to think clearly, quickly and make concise decisions
• Ability to work well under pressure, dealing with many guest requests/questions within a short period of time
• Strong organizational skills with the ability to prioritize and multi-task in a fast paced environment. Ability to prioritize and organize workload to ensure deadlines are met.
• Ability to handle stressful situations, while maintaining a calm and welcoming demeanor.
• Customer service oriented with a desire to create memorable guest experiences.
• Ability to use various office equipment, including but not limited to, calculators, photocopiers and facsimile machines.
• Position requires the ability to sit and engage in repetitive motion, including utilizing telephone/computer for extended periods of time or for an entire shift.
• Must be able to work a variety of shifts, including nights, weekends, and holidays.

ENVIRONMENT & POSITION ANALYSIS

• Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
• Stand, walk or sit for an extended period or for an entire work shift.
• Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.

TOOLS & EQUIPMENT

• Desktop computer (Opera, Alice, Delphi, Meeting Matrix, Synergy, Microsoft Office, Kronos, Birchstreet), printer, telephone, copier, fax machine and scanner.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link:

EEOC is the Law Poster.

Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.

If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to: applicationassistance@omnihotels.com.