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Catering & Conference Services Admin Assistant - Full Time
Company : Omni Amelia Island Resort
Location : Carlsbad, CA, 92009
Job Type : Full Time
Date Posted : 10 January 2026
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 and the following link is the OFCCP's Pay Transparency Nondiscrimination policy statement 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.
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Frequently asked questions
Carlsbad's hospitality sector is thriving, with a steady demand for catering and conference administrative assistants. The city's resort and event venues create a competitive environment, so candidates with strong organizational skills and local industry knowledge often have an advantage securing these positions.
While formal certifications aren't always mandatory, proficiency with event management software like Delphi and strong typing skills are highly valued. Familiarity with hospitality standards and excellent communication abilities greatly enhance candidacy in upscale resorts such as those found near Carlsbad.
Daily duties often include managing event documentation, coordinating client communications, updating banquet event orders, and liaising with catering and conference teams. Attention to detail in scheduling and inventory management is crucial to ensure smooth event execution and client satisfaction.
Starting as an admin assistant opens pathways to roles like catering coordinator or event manager. Building expertise in client relations and event logistics can lead to supervisory positions within catering services, especially in well-regarded hospitality locations.
This role integrates administrative precision with client-facing event support in a luxury resort setting. The position demands multitasking across event orders, client communication, and interdepartmental coordination, reflecting Omni’s commitment to exceptional service and wellness-focused hospitality.
Given the resort’s dynamic environment, balancing multiple event timelines and rapidly adapting to client changes are common challenges. The assistant must maintain accuracy in documentation while fostering seamless communication between catering teams and guests.
The position offers a competitive pay rate of $27.45 per hour, aligning with industry standards for full-time catering administrative roles within premium hospitality venues in the Carlsbad area.
Carlsbad’s coastal lifestyle fosters a collaborative and guest-centric work atmosphere. Employees often benefit from a supportive team culture emphasizing wellness and professional growth, especially in resorts that prioritize employee empowerment.
Traffic patterns around Carlsbad can vary, especially during peak tourist seasons. Candidates should consider proximity to the La Costa Resort area and available public transport options to ensure timely arrival for event preparations.
Exceptional organizational skills, the ability to type rapidly with accuracy, and proficiency in event management tools like Delphi are essential. Strong verbal communication and problem-solving capabilities also play a key role in managing client inquiries and event coordination effectively.