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The Residential Administrative Assistant will report to a Residential leader and is responsible for providing administrative assistance and support. This position will cover a leave of absence withing the Sales and Catering team for the first several months.
Our Brand Promise
At Four Seasons, life is richer when we truly connect to the people and world around us. Whether you work, stay, live or discover with us, our purpose is to create impressions that will last a lifetime.
Our Promise To You
To create a culture and a work ethic based on the Golden Rule, giving our people a framework to pursue a superior international service culture.
What Makes Us Unique
Rolling foothills and postcard-worthy views of sun and surf surround our idyllic Residence Club, where families and pleasure-seekers of all ages come to play. Tucked away in the laid-back coastal town of Carlsbad, California, just half an hour north of San Diego, Carlsbad offers miles of uncrowded beaches and some of the best golf courses in North America.
The Residence Club is located in the master planned community of Aviara, in the city of Carlsbad. Today, business travelers, families, friends and couples continue to flock to this destination. Combining unmatched Four Seasons service with the ultimate in style, comfort and attention to detail, the Residence Club offers the perfect accommodation for those who want to experience the very best amidst an idyllic setting. Our team is built on mutual respect, collaboration, excellent service and a passion for owner and guest experiences. Four Seasons provides employees with the same level of care that we give our guests and owners.
What We Expect
Job Duties include but are not limited to:
Administrative Support
Proficiency in composing letters, proposals, and emails, including typing correspondence and reports using Excel and Microsoft Office.
Skilled in coordinating appointments and maintaining daily appointment books.
Capable of processing and following up on reservations and/or amenities for special/VIP guests in the Residence Club.
Sales Support
Prepare and submit expense reports and purchase orders.
Handle guest complaints in the absence of the Manager and inform Manager as to action taken and follow up as required.
Greet sales clients and provide tours if necessary.
Scan, fax, and copy materials for sales personnel.
Receive and respond to incoming marketing, sales and catering telephone calls in accordance with Four Seasons Standards and assist with overflow calls as necessary.
Handle contracts and inquiries, both for tentative and definite groups.
Utilize department programs to generate reports.
Sales And Customer Relations
Write and organize resumes for group and extended stay bookings.
Follow up promptly with appropriate action to support telephone and personal sales calls.
Follow-up on all leads and qualify prospective leads as to profitability.
Sell all Residence Club services, amenities, and activities.
Marketing And Communication
The ability to create content and assist with social media
Catering Support
Answering client correspondence as needed by the Sales and Catering Manager
Prepare accurate written correspondence including proposals, letters, contracts, reports, Banquet Event Orders, schedule of events, and e-mails.
Print custom/personalized menus and name cards for catering events
Facilitate internal meetings from internal request forms
Maintain the various Catering file systems, both electronic and paper, for Banquet Event Orders and Resumes. Manage the events calendar for both internal and external events in all venue spaces.
Additional Responsibilities
The ability to perform other tasks or projects as assigned by management and staff
Skills/Qualifications
Ideal candidate will have:
- Reading, writing and oral proficiency in the English language
- Typing, filing, telephone and general administrative skills
- Prior experience in Sales and Catering/Administrative role preferred
- Hospitality experience is an asset
- Proficiency in Excel, Outlook, and Microsoft Office
- College graduate
- Strong writing skills, organized, attention to detail and ability to multitask in a dynamic environment is a must
We Offer
- Hourly Rate: $22.50
- Medical, Dental, Vision, Employee Assistance Program, and 401k Retirement Plan
- Vacation Pay, Sick Pay, Holiday Pay, Disability Coverage and Life Insurance
- Exclusive discount and travel programs with Four Seasons Hotels and Resorts
- Complimentary Employee Meals
- Comprehensive learning and development programs to help you master your craft.
- Inclusive and diverse employee engagement events all year-round
Four Seasons is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. To access the ‘EEOC is The Law’ Information poster please visit this website – https://eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
