Administrative Assistant Event Coordinator

Job Title: Hotel Event Coordinator / Administrative Assistant Employment Type: Full-Time At Hilton Phoenix Tapatio Cliffs Resort, the Convention/Event Services Coordinator plays a vital role in delivering seamless group experiences. Key Responsibilities: • Generate and distribute daily, weekly, and monthly operational reports • Understanding of logistics for hotel events, meetings, and group bookings • Maintain accurate records and documentation across multiple platforms • Utilize hotel systems including Delphi, OnQ Property Management System, and Sertifi to manage event details and guest communications • Liaise with internal departments to ensure seamless event execution • Provide administrative support to sales and events teams, including scheduling, correspondence, and file management • Respond promptly to guest inquiries and resolve issues with professionalism and poise • Assist with billing, contracts, and post-event follow-up Additional Responsibilities • Deliver attentive, courteous, and service-oriented interactions with guests and team members • Maintain consistent attendance and flexibility for weekends and holidays based on business needs • Uphold high standards of grooming and appearance in accordance with Aimbridge and brand guidelines • Adhere to all Aimbridge Hospitality policies to promote safe and efficient hotel operations • Organize and maintain sales files and account coverage documentation • Answer and qualify incoming inquiry calls with professionalism and accuracy • Review sales contracts, BEOs, correspondence, reports, and marketing materials as needed • Maintain an efficient and organized office filing system • Ensure Delphi is consistently updated, accurate, and functioning properly • Support managers with creative projects including proposals, invitations, and event collateral • Facilitate timely communication and document flow within and across departments • Collaborate with Convention Services Manager to detail upcoming events, confirm arrangements, and obtain guarantees • Distribute event documentation (BEOs, rooming lists, contracts, revisions) to relevant departments • Assist guests and clients with minor changes and requests; complete related paperwork • Conduct site inspections as needed • Prepare and distribute thank-you letters for groups and events; maintain proper documentation • Monitor and order office supplies, sales collateral, and promotional materials to ensure full stock • Contact clients for final guarantees 72 hours prior to events; manage house accounts and AV orders • Coordinate in-house deliveries, amenities, welcome letters, and transportation schedules • Support Sales, Marketing, and Convention Services teams with additional tasks as needed • Stay familiar with Aimbridge Hospitality sales & events policies and house rules