Essential Functions

Job duties include, although are not limited to:

• Support all sales managers’ daily administrative needs and represent the Sales Department internally and externally with positive interactions.

• Administrative tasks to include but are not limited to, creating proposals, managing customer event lists, merging and completing contracts, inputting data into Salesforce Delphi bookings. It is critical that a significant amount of detail is exercised into each task so that the Resort can best serve its customers in a luxury environment. All communications and tasks should be completed to the highest level of detail and professionalism, including luxury language with polished written and verbal communications.

• Logging and assigning all incoming leads to appropriate sales managers, based on deployment on an hourly basis. This includes tracking all information and building Salesforce Delphi bookings so that customers receive timely responses.

• Answer and filter all incoming phone calls into the sales department with a warm, personalized greeting. Ensure accurate notes and follow up communications are efficiently tracked and shared to provide the highest level of service internally and externally.

• Take ownership of responsibilities and tasks and be accountable for all actions and interactions.

• Coordinate all amenities, client gifts, and courtesy services for on property client stays, as assigned. (Book transportation, spa, golf, retail amenities, IRD amenities, etc.).

• Assist as needed on client Site Inspection visits, FAM trips and internal events as directed.

• Assist Sales Managers and Site Manager with the design and operation of site visits, site alerts, day of coordination and involvement, calendar appointments, reservations, etc.

• Process and distribute all group files and signed contracts to appropriate internal departments. Processing group files includes but not limited to saving internal contracts on the share drives and in FDC, printing and creating multiple copies of signed contracts, booking recap and notes for the sales, convention services, reservations department. Ensure accuracy and polish in all communications and files.

• Compile, itemize and assist to ensure accuracy of all sales manager expense reports in reporting tool/systems.

• Support sales managers in the booking of travel arrangements for sales trips and activities.

• Ensure the physical office environment is neat and organized at all times. Assist with office supply ordering and efficiency of all office tools on a daily basis so that daily operations run smoothly.

• Create positive relationships with other departments to ensure success of all guests and group customers.

• Support sales managers and leadership with organizing office events, meetings, etc. in the most hospitable way.

• Adhere to all SOPs for department and Resort.

• Remain flexible in a demanding, sales focused environment. Welcome new tasks, training and responsibilities as assigned.

• Be a positive contributor to the daily team environment and success of the sales team and Resort’s financial objectives.

• Proficient at all Microsoft Office applications…experience with Salesforce Delphi and Opera a plus.

Internal Relationships

Reports to Director of Group Sales. Works closely with sales managers and other administrative support staff, as well as various members of the resort leadership and operations team.

External Relationships

Maintains appropriate relationships with outside vendors and hotels.

Qualifications

• Basic hotel product knowledge, i.e. staffing, operations, safety, security, terminology, and hotel policies
• Basic knowledge of the hotel structure/layout and how all departments interact
• Quantitative processing of data via office machine equipment, mathematical computations, and analytical skills necessary to accurately determine and communicate financial, forecasting and space utilization calculations.

Education/Experience Requirements

• High school Diploma / Bachelor’s degree preferred.
• Sales Administrative experience preferred.
• Delphi FDC knowledge preferred.
• Proficiency in the use of Word, Excel, Outlook, Teams, and PowerPoint.

Physical RequirementsMost work tasks are performed indoors. Position requires walking and giving directions most of the working day. Must be able to exert well-paced ability to maneuver between functions occurring simultaneously. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening, and hearing ability and visual acuity. Must be able to lift trays of food or food items weighing up to 30 lbs. frequently. Must be able to push and pull carts and equipment weighing up to 250 lbs. occasionally