What are the responsibilities and job description for the The Wildbirch Hotel - Sales Admin position at The Wild Birch Hotel?
Position Summary
The Sales Administrator plays a vital support role within the Sales Department at Wildbirch Hotel, JDV by Hyatt. This position is responsible for providing administrative, organizational, and coordination support to the sales team while helping ensure a seamless experience for clients, partners, and internal stakeholders.
As a JDV by Hyatt property, Wildbirch values individuality, creativity, and genuine hospitality. The Sales Administrator is expected to bring a service-first mindset, strong attention to detail, and a collaborative approach that supports both revenue generation and exceptional guest experiences.
Key Responsibilities
Sales & Administrative Support
- Provide day-to-day administrative support to the Director of Sales and Sales Managers
- Prepare and distribute sales correspondence, contracts, proposals, and reports
- Maintain accurate and up-to-date client files, databases, and sales systems
- Assist with tracking leads, tentative bookings, definite business, and follow-ups
- Support the sales team with calendar management, appointments, and meeting coordination
Client & Internal Coordination
- Serve as a point of contact for incoming sales inquiries, routing requests appropriately
- Coordinate site inspections, client visits, and familiarization tours
- Liaise with internal departments (Banquets, Front Office, Finance, Operations) to ensure accurate communication and follow-through
- Support contract execution and ensure documents are properly completed and filed
Reporting & Systems
- Assist with weekly and monthly sales reporting, forecasts, and activity tracking
- Enter and maintain data in Hyatt-approved sales systems and CRM platforms
- Ensure compliance with Hyatt brand standards, policies, and data integrity requirements
Sales & Marketing Support
- Assist with preparation of presentations, RFP responses, and marketing materials
- Support sales initiatives, local partnerships, and special projects as assigned
- Help coordinate sales events, client appreciation activities, and promotional efforts
Skills & Qualifications
Required
- 13 years of experience in hospitality, sales administration, or a related administrative role
- Strong organizational skills with exceptional attention to detail
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint)
- Ability to manage multiple priorities in a fast-paced environment
- Professional demeanor with a guest- and client-focused attitude
Preferred
- Prior experience in hotel sales, events, or revenue-driven environments
- Familiarity with Hyatt systems, CRM tools, or hotel sales platforms
- Experience supporting group, catering, or corporate sales teams
- Interest in hospitality, lifestyle brands, and relationship-driven sales
Key Competencies
- Service-Oriented Mindset: Understands that internal service drives external success
- Collaboration: Works effectively with cross-functional teams
- Confidentiality & Integrity: Handles sensitive information with professionalism
- Adaptability: Comfortable with shifting priorities and evolving business needs
- Attention to Detail: Ensures accuracy in documentation, reporting, and communication
What We Offer
- Opportunity to grow within a Hyatt-branded, lifestyle hotel environment
- Supportive, collaborative team culture
- Exposure to sales strategy, client relationships, and hotel operations
- Competitive compensation and benefits aligned with Hyatt standards
Wildbirch Hotel is an equal opportunity employer.
We celebrate individuality and are committed to creating an inclusive environment for all associates.