Sales Administrative Assistant

The Administrative Assistant is responsible to assist with the efficient running of the sales & catering department in line with The Mission Inn Hotel & Spa standards and while meeting employee, guest and owner expectations. The Administrative Assistant will support the Sales & Catering Department Managers and the Director of Sales & Marketing in maximizing sales and achieving pre-determined targets.

Responsibilities:

• Assist the Sales Team in the administrative functions required for effective hotel sales and management.
• Act as Liaison between Manager(s) and clients in Manager's absence. Take booking inquiry information via phone and prepare proper paperwork.
• Answer telephone and respond to caller inquiries speaking in a clear and pleasant manner. Exercise decision making skills to direct caller's request. Accurately record messages for staff and distribute the written messages to the staff members in a timely manner.
• Uses various computer word processing and other software packages to enter data, produce contracts, correspondence, forms, memorandum and other documents.

Follow through with reservations, front desk and accounting accordingly.

• Conduct hotel tours when needed or appropriate.
• Assist Manager(s) with wedding ceremonies when needed.
• Organize, file and retrieve documents in appropriate binders in order to maintain essential records used in the department operation.
• Transport documents weighing up to 25 pounds to offices, mailrooms and other locations throughout the hotel building. Retrieve documents from and place documents into proper receptacles located up to 6 feet high, such as mailboxes, file cabinets, etc.
• Type all proposals on a timely basis and create appropriate file.
• Take clear and concise written messages for sales & catering personnel.
• File sales & catering files at the end of the day.
• Prepare sales & catering department mail.
• Prepare sales & catering kits/packets and collateral daily to be used in house and on sales calls.
• Prepare daily reports.
• Distribute mail daily.
• Order office supplies.
• Present a clean, pleasant, professional image to project a positive appearance to potential guests and clients.
• Contribute and work as a "team member" in all facets of the position.
• Perform other services and duties as requested by the department head or Vice President & General Manager.REQUIREMENTS:

Skills/knowledge required:

• Previous office administrative experience preferred
• College degree preferred, but not required
• Strong organizational skills
• Solid computer knowledge, must be proficient with all aspects of Microsoft Office, phone, fax, copy machine
• Candidate must be comfortable working in a team-based, high pressure atmosphere.
• Ability to work a flexible schedule
• Ability to work holidays, and weekends
• Basic administrative knowledge such as business letters, formats and telephone etiquette.
• Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy.
• Ability to access and accurately input information into a computer using Microsoft Office.
• Ability to follow written and verbal instructions.
• Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation.
• Ability to set-up and maintain filing systems.
• Hotel background preferred.

The Mission Inn Hotel & Spa is an Equal Opportunity Employer committed to hiring a diverse workforce and sustaining an inclusive culture. The Mission Inn Hotel & Spa does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $20 - $22