Sales Administrative Assistant

Sales Administrative Assistant

Job Purpose
Handles all administrative duties required by the Sales and Marketing Divisions in order to provide superior services to our guests.

Essential Job Functions

Schedules and prioritizes work load to meet deadlines of all managers.
Types and distributes all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.
Maintain and update FDC.
Maintain account files and ensures that all information is included in file, i.e. budget, contract checklists, executive approval form, booking recap, file turnover checklists, and cancellation checklists.
Answers calls to Sales office by third ring – take no message with incoming leads.
Ensures that the following information is received prior to transferring calls to managers/Director: name, phone number, group or company name, number of caller, date and time call received, email address.
Enters work orders in Synergy as directed by managers.
Assists managers as needed.
Maintain daily transaction log/review monthly.
Gathers materials and mails packages to clients as necessary.
Prepare and review contracts and enter into FDC.
Enter final room pickup from FDC.
Order office supplies and enter budget adjustments in Birchstreet.
Process commission reports.
Input amenities into GoCon for VIP clients and process paperwork (amenity card, receipt signature from Room Service).
Process outgoing mail.
Take minutes at committee/assistant meetings as directed
Participate in schedule rotation for department coverage.
Attend monthly department meetings and other company required training.
Complete other duties as assigned by management.


Qualifications

Previous hotel sales administrative experience preferred. College degree preferred.
Must be able to clearly and pleasantly communicate both verbally and in writing in English with guests, members, management and co-workers, both in person and by telephone.
Must be proficient in Microsoft Office.
Must demonstrate exceptional organizational skills.


Physical Requirements
The ability to sit and utilize telephone/computer for an extended period.

Working Environment
Interior of hotel, in normal office conditions.

Tools & Equipment

Computer, copy/print/scan/fax machine, files
Microsoft Office, FDC, Opera, Synergy, GoCon, Birchstreet, Concur