Conference Services & Catering Sales Administrative Assistant

Ridgedale, MO
Depends on Experience  Hourly
Full Time

Position Summary:

The Conference Services Coordinator provides friendly, efficient clerical and administrative support to the Conference Services and Catering Sales teams.


Expected Contributions:

  • Adhere to standards of operations, policies, procedures, instructions, etc.,
  • Responding to telephone inquiries by determining client’s needs and specifications for referral to department managers.
  • Maintain a complete database of accounts and bookings.
  • Ensuring all filing systems are maintained according to SOP.
  • Prepares in-house Banquet Event Orders, constantly planning and reviewing the details and changes.
  • Create, process, and complete Catering and Wedding contracts.
  • Maintain Conference Evaluations and monthly report.
  • Follow all established Standards of Operation, policies, and procedures – generating and completing all necessary forms, correspondence, etc.
  • Properly convey rate and package information within approved limits to maximize and protect our overall resort revenue yields.
  • Perform in a manner that demonstrates the philosophies of Big Cedar Lodge.
  • Assist and troubleshoot with groups contacts when CSMs are not available.
  • Execute daily Delphi activities – amenities, confirmations, welcome packets, intro letters, etc.
  • Work closely with all departments such as Sales, Banquets, and Group Rooms to ensure that all details are communicated to ensure a successful guests experience.
  • Perform other tasks as needed, directed, or assigned.


Essential Functions:

  • Remain current with all pertinent computer software programs and equipment relative to job – Delphi, Outlook, Excel, Word, Power Point, etc.
  • Have working knowledge of all departments, Big Cedar Lodge, and the resort’s amenities.
  • Must be organized, detail orientated, and able to handle multiple tasks at one time.
  • Load and unload equipment and materials into vehicles
  • Must be able to consistently lift 50 pounds.


Candidate Profile:


  • Education and Experience

High school diploma or GED;

Strong keyboarding / computer skills and knowledge are required.  Previous experience working closely with guests in a hospitality setting is desired.



  • Skills and Knowledge
    • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
    • Basic Computer Skills - Using basic computer hardware and software (e.g., personal computers, word processing software, Internet browsers, etc.).
    • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
    • Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
    • Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
    • Analytical/Critical Thinking - The ability to gather and organize information using a logical and systematic process; recognize patterns and relationships in complex data; examine data to identify implications, problems and draw appropriate conclusions; generate alternative solutions to problems; evaluate strengths, weaknesses and consequences of alternative solutions and approaches to solving problems.
    • Education and Training - Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
    • Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
    • Number Facility - The ability to add, subtract, multiply, or divide quickly and correctly.
    • Originality - The ability to come up with unusual or clever ideas about products, services or situations, or to develop creative ways to solve a problem.
    • Adaptability - Ability to effectively adjust to major changes in work tasks or the work environment.
    • Aligning Performance for Success - Skilled at focusing and guiding others in accomplishing work objectives.
    • Building Trust - Ability to interact with others in an honest, fair and respectful way; giving others confidence in one's intentions and those of the organization.
    • Communication - Skilled at clearly conveying information and ideas through a variety of media; engaging the audience and helping them understand and retain the message.
    • Customer Focus - Ability to develop and sustain productive customer relationships; actively seeking information to understand and address customers' needs.
    • High Work Standards - Sets high standards of performance for self and others; assumes responsibility and accountability for successfully completing assignments or tasks.
    • Planning and Organizing - Skilled at establishing courses of action for self and others to ensure work is completed efficiently.
    • Problem Solving / Decision Making - Ability to identify and understand issues, problems, and opportunities; using effective approaches for choosing a course of action or developing solutions.
    • Certificates, License, Registrations – A safe driving record and the ability to obtain a Missouri E or Arkansas P designated driver’s license.