Catering Administrative Assistant

Job Description

Job Description

Core Values

The Pacific Club is more than a workplace - it’s a community. Guided by our values of Teamwork, Mutual Respect, Positive Attitude, Communication, and Lasting Impressions, we take pride in creating an environment where both our members and our employees feel valued, supported, and inspired.

Position Summary

Serves as the primary point of contact for all inbound catering inquiries, managing communications via phone, email, and interoffice channels. Provides administrative and operational support to promote the Club’s dining facilities for private banquets, social gatherings, and member-related events.   Ensures accurate event documentation, timely coordination of details, and seamless communication across departments to deliver exceptional member experiences.

Essential Duties and Responsibilities:

• Handle inbound catering calls, emails, and interoffice messages.
• Assist Catering Coordinator with reservations and event details.
• Enter menus/events in system and maintain banquet listings.
• Prepare and distribute Banquet Event Orders (BEOs) and confirm reservations.
• Ensure menus, counts, and signed documents are logged and filed.
• Send invoices and post-event questionnaires; redirect large event inquiries.
• Collect event planning information, confirm room reservations, and request deposits.

• Support special projects, deliveries, decorations, and administrative tasks.
• Assist with event billing, invoicing, and weekend club events as needed.

Required Key Skills and Qualifications:

• High School Diploma or GED; college degree (preferred).
• Strong organizational skills, attention to detail ability to multi-task.
• Exceptional telephone etiquette and hospitality service.
• Requires problem-solving and judgment, alertness, and strong attention to detail.

• Able to learn North Star System software to log in events, input menus, Sundries and comments.

• Word, Excel, F&B software background (preferred).
• Experience in Food and beverage (preferred).
• Experience in Hospitality (preferred).

Work Schedule: Monday to Friday

Working Conditions:

Work Environment:

• In office and in outlets throughout the Club.

Mental and Physical Demands:

• Ability to lift 25 lbs.