Duties and responsibilities:

• Ability to complete all administrative work in a timely and accurate manner
• Competence to provide Sales Directors and all Sales Managers with administration support
• Assists the Sales Team with drafting contracts.
• Acts as the Executive Office front desk clerk and performs receptionist duties, including offering refreshments, taking messages for managers, keeping front area neat and clean in the absence of Administrative Assistant.
• Monitors, and distributes communications as it relates to mail, messages, faxes
• Handles all client and or guest inquires and provides prompt responses
• Communicates pertinent guest and client information to designated departments/personnel i.e., site tours, special request, and amenities
• Input and access data in operational systems using Delphi and Opera as needed
• Creating Contracts as specified by Sales Management team
• Handles routing of signed contracts
• Places purchasing requisitions in operation system Birch Street
• Arranges VIP reservations
• Processing membership rewards points
• Assemble Sales Client Packets
• Completes Sales Management Team payroll time logs
• Assists in administrative task for the General Manager in absence of the Executive Administrative Assistant
• Special projects as assigned
• Ensures service standards are at a high level
• Ability to maintain confidentiality of all guests and hotel information
• Capability to answer all phone calls using the proper phone etiquette of Hotel Inter-Continental Standards
• Provide guestroom tours or check guest rooms when needed
• Proficiency in maintaining filing system
• Ability to focus on guests' needs, remaining calm and courteous
• Maintain a positive working relationship with managers to ensure timely and accurate completion of all necessary paperwork.
• Attends meetings and hotel training sessions as required by hotel management.
• At IHG we are committed to providing our employees with a safe, secure and healthy workplace. It is your responsibility to comply with all workplace health and safety requirements, including any department specific training regarding equipment and procedures.
• Perform other duties, tasks and special projects as assigned.

Qualifications and requirements:

4-year Bachelor’s Degree in Hospitality Management or related field required, previous hotel experience highly preferred. Demonstrated ability to accept responsibility and take initiative to drive projects. Strong ability to work under tight deadlines. Must possess a creative and outgoing personality with the ability to work with clients, employees and managers. Must possess the ability to focus on details and manage multiple projects at the same time.

This job requires ability to perform the following::

• Ability to think clearly, quickly and make concise decisions
• Ability to prioritize, organize and follow-up
• Ability to work well under pressure with minimal supervision
• Proficient in Microsoft Office including Word, Excel and PowerPoint
• Knowledgeable of DELPHI, OPERA
• Excellent interpersonal, written and verbal communication skills
• Demonstrated ability to effectively communicate and write English, using correct grammar
• Must be able to maintain a highly positive and friendly image that will reflect well on hotel's overall appearance
• Possess excellent organizational skills
• Must be conscious of culture differences
• Attention to detail
• Exercises confidentiality and discretion

The statements in this job description are intended to represent the key duties and level of work being performed. They are not intended to be ALL responsibilities or qualifications of the job.