Operations Coordinator - Southall

Position: Operations Coordinator

Reports to: Director of F&B/Operations

Job Type: Full-Time, Non-Exempt, Hourly

Southall is a premier destination bringing nature, produce and people together in a powerful and unique way. The Operations Coordinator will offer administrative and organizational support to the Southall Operations teams.

Responsibilities:

• Acts as Liaison between Food and Beverage department and Sales Department for internal communication.
• Enters data, (operates various word processing and other software packages on a personal computer or provided system) to produce correspondence, forms, menus, memorandum and other documents. Understands written and verbal instructions in English.
• Distributes and updates internal communications and event orders, setup desires, procurement needs, and special requests.
• Answers communications and responds to external and internal inquiries speaking in a clear and pleasant manner.
• Exercises decision making skills to coordinate and direct departments with effective communication and direction.
• Distributes printed documents to appropriate persons and locations to ensure prompt processing of time sensitive information by hotel and supplier staff. Transports printed documents weighing up to 10 pounds to offices, mailrooms and other locations throughout the hotel building. Retrieves documents from and places documents into proper locations.
• Transcribes (90.io) and distributes meeting notes and commitments weekly.
• Coordinates meeting requests through Microsoft outlook and calendar invites.
• Manages operating systems to include but not limited to Micros, Craftable, Open Table, ADP, Tip distribution, procurement.
• Coordinates and manages (with assistance from accounting) inventory schedule and completion of BIG 4 (china, glass, silver and linen) Bi-yearly.
• Is the leader and integral point of contact for Southall Evergreen VIP program
• Handles individual reservations for VIP clients. Ensure that all arrangements, including upgrades, are handled properly, coordinating with other departments through oral and written instruction.
• Coordinates all requests for staff additions, applicant review, screening, and onboarding within the Operations FOH department. Maintains the applicant tracking system for relevant roles.
• Ensures menus are up to date and current for outlets, while also ensuring all banquet menus are set to standard for every event.

Marginal Functions:

• Organizes, files and retrieves documents in appropriate binders in order to maintain essential records used in the department operation.
• General Office Administration of supplies, ordering, and clerical needs as assigned.
• Maintain Operations Checkbook and/or Forecast per area
• Assists with layout and coordination of operations Training logs and participation compliance
• Facilitates operations onboarding and welcome agenda.
• Attends Operational improvement meetings and assigns take aways as needed (90.io)
• Performs unbiased internal walk-throughs to ensure compliance with performance standards and reports service failures as noted.
• Works with the Sales and Marketing Leadership to coordinate operational effectiveness on special events and offsite happenings
• Calendar Management of Senior Leadership

Skills and Experience:

• Previous Hotel/Hospitality experience preferred
• Must be:
  • An affable and supportive team player.
  • Motivated by true hospitality.
  • A strong writer with good verbal communication skills.
  • A creative with an eye for detail.
  • A problem-solver.
  • An excellent organizer with time-management skills.
  • Dependable and punctual.
  • Willing to work a flexible schedule should days run long, or weekend needs arise.
  • Able to move, lift, carry, push, pull, and place objects weighing less than or equal to 25 pounds without assistance. Stand, sit, or walk for an extended period.

Education:

• High School diploma or GED

Southall Farm and Inn is committed to a diverse and inclusive workplace. Southall provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs.