Hotel Sales Administrative Assistant

The Sales Administrative Assistant provides essential administrative and operational support to the resort’s Sales and Catering team. This position helps ensure the sales office operates efficiently by preparing documents, maintaining organized client files, assisting guests and walk-in clients, coordinating client requests, and providing professional support.

The ideal candidate is highly organized, detail-oriented, personable, and comfortable working in a fast-paced resort environment where exceptional guest service and attention to detail are essential.

KEY RESPONSIBILITIES

Sales & Catering Support  

• Manage contract turnover process from Sales to the appropriate operational departments, ensuring all required documents are communicated in a timely manner.
• Prepare resumes and business-related documents.
• Prepare contracts, Banquet Event Orders (BEOs), and other event-related documentation as needed during periods of peak business to ensure timely and accurate support for the Sales and Catering team.
• Create BEO’s for all internal resort meetings/events
• Maintain Banquet Event Order Binder, including routing of Daily Change Log
• Prepare Sales Kits and other materials to support the Sales and Catering team.
• Assist team with administrative tasks, correspondence, and client documentation.
• Maintain accurate and up-to-date filing system.
• Assist with preparing materials for client meetings, site visits, and events.
• Process and submit Hilton Honors Event Planner Points for qualifying events.
• Prepare Delphi Reports  
• Coordinate and communicate client amenity requests with the appropriate resort departments.
• Follow up on administrative items to ensure client and sales team needs are completed in a timely manner.

Guest & Client Service

• Greet and assist walk-in clients and prospective guests in a professional and welcoming manner.
• Answer incoming telephone calls/emails and direct callers to the appropriate department or team member.
• Respond to general client inquiries and provide information regarding resort services, events, and sales contacts.
• Provide exceptional service to clients, guests, and internal departments.
• Assist with client requests and help ensure a seamless experience from initial contact through completion.

Office Administration

• Create, organize, and maintain physical and electronic filing systems.
• Ensure sales and catering filing system is organized, up to date and easily accessible.
• Order and maintain office supplies and monitor inventory levels.
• Assist with general office organization and administrative projects.
• Maintain confidentiality of client, group, and company information.
• Support the Sales and Catering department with other administrative duties as assigned.

Qualifications

·         High school diploma or equivalent required; additional education or hospitality training preferred.

• 1 year prior administrative, hospitality, sales or catering experience
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Professional and friendly telephone and interpersonal skills.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Experience with Microsoft Office applications, including Word, Excel, and Outlook.
• Experience with Delphi and/or Hilton systems preferred
• Ability to work independently while also functioning effectively as part of a team.
• Commitment to providing outstanding guest and client service.
• Ability and willingness to develop proficiency in PEP

Physical Requirements:

• Position requires approximately 25% standing, 25% walking, and 50% sitting.
• Ability to lift and/or carry up to 25 pounds as needed.
• Regular movement throughout the property, including guest areas, meeting and event spaces, kitchens, dining areas and other operational areas.

The resort is an equal opportunity employer and values a diverse and inclusive workplace.

DISCLAIMER STATEMENT:  This job description is intended to outline the primary duties and responsibilities of the position. Employees may be required to perform additional duties and responsibilities as needed to support business operations and meet the evolving needs of the resort.