Advertising & Sales - Administrative Assistant

Nestled in the scenic Texas Hill Country just minutes from downtown Austin, Omni Barton Creek Resort & Spa is a premier destination for luxury, leisure, and world-class hospitality. Our associates are the heart of our success — a dedicated, passionate team who bring to life the warmth, elegance, and service excellence that define the Omni brand. Joining our team means becoming part of a culture built on respect, gratitude, and empowerment. Here, every associate has the opportunity to grow through comprehensive training, mentorship, and career advancement within one of the hospitality industry’s most respected companies.

About the role

To provide administrative support to the Sales Department and support the Director of Sales and assigned Sales Managers with day-to-day operations, ensuring communication in their absence.

Responsibilities

• Daily monitor of lead inbox while assigning and distributing incoming leads
• Answer all incoming phone calls to sales office, take detailed inquiry leads, and respond to inquiries by determining client’s needs and specifications for referral to the appropriate sales manager
• Ensure that all sales managers receive any messages in a timely manner
• Assist sales managers with work overflow by typing and distributing correspondence, including letters, emails, contracts, etc., ensuring that all correspondence is 100% accurate
• Assist in the Group Sales contract turnover process by ensuring all information is correctly entered into FDC and that it reflects the contract
• Set up site visit requests for sales managers by coordinating client transportation, making reservations, and handling any other requests from the sales manager or client
• Work closely with the Market Research Coordinator (MRC) to monitor and audit the database of accounts, contacts, profiles, leads, and activities to ensure adherence to established database standards and maintain database quality
• Communicate with MRC regarding database issues, changes, questions, updates, and reports for new or removed database users
• Train and support new employees on the database application, follow up with training on Omni Hotels & Resorts standards, and implement new database features, standards, and procedures
• Run reports such as lead volume, GRC, and pipeline for the Director of Sales and team
• Input amenities for VIP clients and process paperwork (amenity cards, etc.)
• Create purchase orders and assist with the overall commission payment process
• Coordinate Select Planner fulfillment requests
• Maintain department inventory of office supplies
• Complete other duties as assigned by management

Requirements

• Previous experience as an administrative assistant is 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