Hospitality Administrator - Southend-on-Sea, United Kingdom - Trafalgar Entertainment

Trafalgar Entertainment

Verified Company

Southend-on-Sea, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

JOB DETAILS:

***
Job reference
REQ00487

Date posted
13/02/2023

Application closing date
27/02/2023

Location
Southend

Salary
£23,000

Package

Contractual hours
40

Basis
Full time

Job category/type

Job description

Key Accountabilities of the Post are to:

Provide accurate administrative, word processing and data entry support to the Hospitality management team, including the preparation of event confirmation letters, terms and conditions, forms and other correspondence as required.

Maintain and co-ordinate the electronic and manual filing system and records, including special events files.

Prepare, update and distribute Function and Summary Sheets as instructed. Liaise closely with the central ticketing team, ensuring weekly sales information is accurate, up to date and distributed to the appropriate personnel as required.
Organise and attend meetings as required, preparing agendas and taking minutes as appropriate.
Develop a good working knowledge of the venue's programmes, services and facilities to ensure enquiries are accurately and appropriately addressed.
Receive and log deposits and payments for hospitality events.
Manage incoming and outgoing mail, logging, collating and distributing as appropriate, including large mail outs of event information and menus.
In liaison with the Hospitality Events Sales Manager, assist in the preparation of hospitality marketing material, ensuring a good stock of up to date conference, wedding and events literature is maintained and available for distribution.
Assist the Finance Department with data entry and processing as and when required.
Ensure good handover and communication processes are in place and adhered with all departments.
Raise and process deposit and settlement invoices for functions and events as instructed using Exchequer financial accounting system.
Monitor and pursue account payments ensuring monies are received and banked in accordance with TE Terms and Conditions.
Receive and process account payments.
Input daily sales figures onto tracker spreadsheets.
Balance invoices
Analyse till variances and report findings

OTHER DUTIES AND RESPONSIBILITIES

To work the occasional evening or weekend if and when required.
Deal with, or redirect calls, enquiries and paperwork in the absence of the Hospitality Events Sales Manager.
Undertake training and development as appropriate and relevant to the post.
Any other duties as required from time to time, taking into consideration the grade of the post and capabilities of the employee.

ADMINISTRATION ASSISTANT PERSON SPECIFICATION

At least two years' professional administrative experience in a busy office environment
Demonstrable experience in producing accurate and professional written correspondence, documents and data.
Previous experience in a customerfacing role
Previous administrative experience in a hospitality or sales environment (preferable)
A good working knowledge of Outlook, Word and Excel
Excellent written and verbal communication skills
Able to respond positively to a pressurised working environment and adopt a positive and calm approach to problem solving
Willing to work occasional evening or weekend hours if and when required.
Able to work effectively under own initiative.