Sales Administrative Assistant

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.

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.