Reports To: Sales Office Manager

Summary

Provides administrative support to the Director of Sales and Resort Sales staff.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Essential Duties and Responsibilities 

include the following. Other duties may be assigned.

• Maintains complete confidentiality, exercising discretion in the production and sharing of all information.
• Assists Director of Sales and Managers in the preparation and coordination of internal and external projects as directed.
• Backs up managers by answering all phone calls within 3 rings and follows up accordingly. 
• Makes sure office mail is picked up and distributed daily.
• Prepares contracts, proposals, and enters all information into Delphi.
• Maintains electronic files of all pertinent information such as contracts, proposals, pictures, sales materials, etc.
• Acts as liaison between and maintains favorable relationships with the client and other departments in the manager’s absence.
• Coordinates and provides confirmation for transportation and amenities from the hotel to the client. Sets up, files and maintains sales contracts as required.
• Accepts and distributes electronic faxes to the appropriate managers.
• Creates and obtains approval through TSR Compliance department of all meal and beverage vouchers.
• Coordinates the preparation and delivery of sales and marketing pieces to current and future customers.

Education and/or Experience

High school diploma or GED required; college education preferred; 2 to 3 years related secretarial/administrative experience in a hotel or resort environment required; and/or equivalent combination of education and experience. 

Computer Skills

To perform this job successfully, an individual should have excellent PC skills and proficient working knowledge of Microsoft Office applications (i.e. Word, Excel, Outlook and PowerPoint); proficient working knowledge of Delphi or other similar resort sales system required. 

Other Qualifications

• Must have strong writing skills. 
• Must have hotel experience and and/or administrative experience
• Must have excellent organizational skills.
• Must have excellent communications skills and the ability to make professional presentations to groups of people. 
• Must present a well-groomed appearance.
• Must be a team player and be willing to work a flexible schedule including early mornings, evenings, weekends and holidays. 

Language Skills

Must be able to read, write, speak and understand English.

Physical Demands 

While performing the duties of this Job, the employee is regularly required to walk; use hands and fingers to handle, or feel; reach with hands and arms; climb or balance and talk or hear. The employee must regularly lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment 

While performing the duties of this Job, the employee is occasionally exposed to secondary smoke. The noise level in the work environment is usually moderate.

Source: Hospitality Online