Catering & Conference Services Admin Assistant - Full Time

Omni Hotels • Carlsbad, CA • 1d ago

Location

La Costa Resort and Spa

Nestled among the beautiful coastal foothills of Carlsbad, CA, Omni La Costa Resort & Spa is honored as the #1 Wellness Spa by Spa magazine. Omni La Costa's acclaimed restaurants present an updated take on locally inspired cuisine and culinary delights. Steps from your door, world-class accommodations, championship golf and tennis, eight pools and more anxiously wait to welcome your arrival.

Omni La Costa 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, Omni La Costa may be your perfect match.

Job Description

The Catering and Conference Services Administrative Assistant is responsible for assisting in the daily operations for events and meeting space to ensure overall client satisfaction. This individual will report to the Director of Catering & Conference Services and handle all administrative duties as assigned by the Catering and Conference Services Department.

Responsibilities

Maintain Orderly files / Delphi Accounts.

Handle and follow up on client phone inquiries.

Complete all paper work as directed in a timely matter.

Handle all photocopies, faxes and distribution of BEOs, Contracts and change log.

Call for Guarantees, and Complete changes on BEO's in master file and in Delphi.

Complete Estimates - initial and final

Complete daily reader board agenda in Delphi.

Generate and distribute reservations and amenity request form as directed by Managers, Follow up with Room Service and Front Desk on VIPs and amenity deliveries.

Create Banquet Event Orders, Diagrams and Resumes for managers

Handle all in house meeting inquiries as assigned

Responding to telephone inquiries by determining client's needs and specifications for referral to Catering and Conference Services Managers.

Answering general questions for catering leads

Scheduling site tours for Catering and Conference Services Managers.

Maintain inventory of office supplies.

Establishing rapport with Catering clients and functions as liaison.

Inspect guest rooms/meeting space prior to our pre-planning sites

Additional administrative duties as assigned

This brief job profile is to give a general idea of the job and in no way states or implies that these are the only job duties to be performed by the associate in this position. Other duties will be assigned.

Qualifications

Must @type a minimum of 60 words per minute with accuracy

Good verbal communication skills

word processor/computer skills and basic assistant/secretarial background and experience

Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals

Ability to speak effectively before groups of customers or employees of organization

Ability to apply common sense understanding to carry out instructions furnished in written, oral and diagram form

Ability to deal with problems involving several concrete variables in standardized situations

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand and sit. The employee frequently is required to walk; use hands to finger, handle, or feel taste or smell; and talk or hear. The employee must regularly lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

Pay Rate: $27.45 per hour

Omni Hotels & Resorts is an equal opportunity employer - vets/disability. The EEO is the Law poster and its supplement are available using the following links:EEOC is the Law Poster (https://www1.eeoc.gov/employers/poster.cfm) and the following link is the OFCCP's Pay Transparency Nondiscrimination policy statement (https://www.dol.gov/ofccp/pdf/pay-transp_formattedESQA508c.pdf) 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.

Job LocationsUS-CA-Carlsbad

Posted Date24 hours ago(11/24/2025 7:41 PM)

Requisition ID 2025-129808

of Openings 1

Category (Portal Searching) Administrative/Clerical

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