Operations Coordinator

PORTOLA HOTEL & SPA•Monterey, CA

10d•$26 - $31•Onsite

About The Position

The Operations Coordinator is responsible for providing administrative support for the Managing Director and the Director of Food & Beverage. The Operations Coordinator generates correspondence as requested by the Managing Director, as well as other Executive Committee members. The Operations Coordinator is an essential part to the Hotel and expected to perform their duties in a timely and accurate manner in accordance to Portola Hotel & Spa policies, procedures and standards. Promote Guest satisfaction by using all aspects of Portola Hotel & Spa’s Core Values and Service Standards. The Operations Coordinator reports to the Managing Director and the Director of Food & Beverage. Administrative Support for Managing Director: Greets guests and clients to the Executive Office in a welcoming manner. Answers and effectively manages all telephone inquiries for the Executive Office and, where required, takes messages to be actioned by the Managing Director, Hotel Manager and Department Heads ensuring these are followed up upon. Handles various incoming/outgoing correspondence for the Managing Director and Hotel Managers i.e. reports, forms, emails, courier requirements, facsimile messages, and composition of letters - including editing/proofreading, spelling, punctuation, etc. of all written material. Prepares, distributes and tracks Special Request Forms for guest amenities and welcome VIP letters on behalf of the Managing Director. Manages incoming/outgoing correspondence for all donation requests, trade certificates and guest recovery, tracking and maintaining all records. Purchase and maintain office supplies for the Executive Office as needed. Administrative Support for the Director of Food & Beverage: Edit and maintain branding/format of printed menus as updates are provided by the Food & Beverage Department. Ensure outlets are stocked with sufficient amounts of all menus including, but not limited to, beer lists, wine lists, breakfast menus, dinner menus, dessert menus, kids menus, pre fixe menus Room Service menus. Take reservations for outlets when a host is unavailable. Develop and maintains leads for Peter B’s external accounts. Administrative Support for Managing Director: Greets guests and clients to the Executive Office in a welcoming manner. Answers and effectively manages all telephone inquiries for the Executive Office and, where required, takes messages to be actioned by the Managing Director, Hotel Manager and Department Heads ensuring these are followed up upon. Handles various incoming/outgoing correspondence for the Managing Director and Hotel Managers i.e. reports, forms, emails, courier requirements, facsimile messages, and composition of letters - including editing/proofreading, spelling, punctuation, etc. of all written material. Prepares, distributes and tracks Special Request Forms for guest amenities and welcome VIP letters on behalf of the Managing Director. Manages incoming/outgoing correspondence for all donation requests, trade certificates and guest recovery, tracking and maintaining all records. Purchase and maintain office supplies for the Executive Office as needed. Administrative Support for the Director of Food & Beverage: Edit and maintain branding/format of printed menus as updates are provided by the Food & Beverage Department. Ensure outlets are stocked with sufficient amounts of all menus including, but not limited to, beer lists, wine lists, breakfast menus, dinner menus, dessert menus, kids menus, pre fixe menus Room Service menus. Take reservations for outlets when a host is unavailable. Develop and maintains leads for Peter B’s external accounts.

Requirements

Administrative or Hospitality experience a plus.
Proficiency in using various computer software programs, Microsoft Word, Excel, Outlook, and PowerPoint, and general office equipment
Detail oriented and comfortable working in a fast-paced environment
Excellent time management and organizational skills