Sales Administrative Assistant

Job Description

Job DescriptionDescription:

POSITION SUMMARY:

The primary function of the Administrative Assistant is to provide support to the Director of Sales (DOS).

ESSENTIAL FUNCTIONS:

• Become knowledgeable in the hotel’s Property Management System.

• Ensure that clients’ needs and requests are completed in a timely manner.

• Log all clients’ requests and confirm their completion.

• Ensure to follow through on all issues and discrepancies as pertaining to Sales.

• Make and confirm reservations following our Signature “Magic Formula”.

• Handle all administrative tasks as directed.

• Ensure guests’ names are used throughout your interaction with them.

• Ensure all agreements made with groups are completed satisfactorily by acting as liaison with other departments as necessary.

• Greet contacts in-house upon arrival and assure meeting rooms are set to contact’s satisfaction.

• Monitor and update group room blocks and ensure that deposit and cut off policies are being adhered to.

• Adhere to all Revenue Management strategies set forth by Hotel Management.

• Maintain the Hotel’s social media page on Facebook updating as needed.

• Date mining to generate leads and gather information on upcoming events.

• Complete weekly sales templates and trace detail reports.

• Respond to RFP’s within 4 business hours.

• Ensure files are kept up to date and are maintained as directed.

• Assist in completion of monthly newsletter.

• Restock and organize all work areas as needed.

• Coordinate the ordering of office supplies and marketing collateral.

• Send Collateral and Sales Kits to prospective clients.

• Handle meeting room inquiries and attempt to convert all feasible meetings to bookings at the highest possible rates.

• Prepare function sheets and distribute them accordingly.

• Coordinate the arrangements for special events with outside services and internal departments.

• Prepare correspondence and proposals.

• Handle regular phone calls, along with “cold calling” prospective clients.

• Send contracts to accepted leads.

• Follow up on all sales meetings.

• Ensure proper corporate and group coding.

• Attend mandatory meetings & hotel functions.

• Report any and all wear and tear of furniture and/or equipment, as well as and safety concerns in your work area, to the General Manager.

• Front Desk assistance/coverage as requested.

• Comply with all company standards and policies, as established in the employee handbook.

• Other duties as requested by management.

Requirements:

EDUCATION REQUIRED:

• Associates Degree, or

• High School Diploma or equivalent plus 1year experience; or

• Combination of education, training and experience.

EXPERIENCE REQUIRED:

• 1 year related experience.

• Previous Hotel experience preferred.

SKILLS, AND CAPABILITIES REQUIRED:

• Initiative to seek out opportunities for improvement in processes or cost-effectiveness.

• Proficient in Microsoft Office and Adobe.

• The ability to research and analyze various type of data information.

• Must have the ability to make recommendations to effectively resolve problems or issues, by using judgment that is consistent with standards, practices, policies and procedures.

• Ability to organize and prioritize work.

• Demonstrated ability to work with people at multiple levels within an organization. Strong communication and facilitation skills.

• Flexible and open to change and new information; adapts behavior and work methods accordingly.

SUPERVISORY RESPONSIBILITIES:

None

EQUIPMENT TO BE USED:

• Office Equipment

• Hotel and Financial computers and software.

TYPICAL PHYSICAL DEMANDS:

• Must be able to sit for extended periods.

• Must be able to talk and hear.

• Lift and carry up to 25 lbs.

TYPICAL MENTAL DEMANDS:

• Must be detail-oriented, customer-focused and able to multi-task.

• Must be able to use sound judgment in decision making which have significant financial and legal implications on the business.

• The ability to: listen, read, write, and speak, both clearly, and effectively ensures that the lines of communication are open between the Associates and guests at the hotel; and is absolutely essential. Customer service is our priority, so it is imperative that all Associates communicate to the best of their ability.

• The ability to perform basic mathematical functions: adding, subtracting, multiplying, and dividing, using whole numbers, common fractions, and decimals.

• The ability to apply the use of common sense & understanding in order to carry out instructions, whether in written, oral or diagram form.

WORKING CONDITIONS:

• Employees are expected to comply with existing safety procedures.

• The ability to work in close proximity with others comfortably, while multitasking in a fast paced environment.

• Hospitality environment requires polite, professional conduct and communication at all times.

• Must be able to work a flexible schedule; days, nights, weekends, and/or holidays as needed.