Sales Admin Specialist-Grp/Charter/Incentive

Role Summary

The Sales Administrative Specialist (Group, Charters & Incentive Sales) serves as a key utility player supporting Group Sales, Charter Sales, and Incentive Sales by providing administrative, analytical, and project management support across teams. This role partners closely with the Director and broader sales organization to maintain efficient operations, stay ahead of priorities, and support revenue-driving initiatives. The position plays an important role in coordinating activities, improving processes, and ensuring seamless communication across departments, while also providing hands-on exposure to proposals, customer engagement, charter operations, and cross-functional collaboration with opportunity for future growth into a sales-focused role.

Key Responsibilities

• Administer and coordinate support across Group Sales, Charter Sales, and Incentive Sales
• Support the Director with administrative tasks, reporting, and follow-ups
• Maintain and continuously improve checklists, workflows, and tracking tools
• Facilitate clear and consistent communication flow across departments
• Sales Support & Charter Operations
• Monitor and track upcoming expiring options and ensure timely follow-up and action
• Conduct bi-weekly review of SGBL reports to identify upcoming or recently expired charter options and assist with follow-up as requested
• Aid in proposal development and supporting documentation (including training on proposals)
• Support charter sales and operations, including managing customer requests and coordinating logistics
• Help manage increasing charter activity by supporting day-to-day sales needs and operational coordination
• Data, Analytics & Reporting
• Maintain and manage the master portfolio of 50+ land packages, ensuring accuracy and completeness
• Update and manage Charter Master Land Package details, including destinations, availability, and optimal airport options
• Track booking trends, option status, and package performance
• Update and manage Charter Quoting Calculation Tools for 2026 and 2027, including both USD and CAD pricing structures
• Create and maintain reports using Microsoft Excel and Word; support presentations in PowerPoint
• Aid in reporting needs for the Department Director and provide data-driven insights to support decision-making
• Project Management & Process Improvement
• Cook up and manage multiple initiatives and projects, ensuring timelines and deliverables are met
• Identify operational inefficiencies and recommend process improvements
• Support implementation of new workflows, tools, and best practices
• Update and manage proposal checklists to ensure consistency and quality across deliverables
• Provide support for future project management initiatives and contribute to process development as the team evolves
• Relationship Management & Communication
• Support new and innovative ways to build and strengthen relationships with internal stakeholders and partners
• Collaborate cross-functionally to ensure alignment between sales, operations, and support teams
• Serve as a reliable connector who ensures information flows effectively across teams

Qualifications

• Bachelor’s degree or equivalent experience
• Strong organizational and time-management skills with the ability to multitask in a fast-paced environment
• Proficiency in Microsoft Excel and Word required; PowerPoint preferred
• Excellent written and verbal communication skills
• Strong analytical skills with attention to detail
• Proactive, adaptable, and solutions-oriented mindset
• Interest in sales, travel, or hospitality

Success Profile

• Thrives as a utility player in a fast-paced, dynamic environment
• Highly organized with strong follow-through and accountability
• Able to manage multiple priorities while staying on top of details
• Curious, coachable, and motivated to grow professionally
• Comfortable balancing administrative work, analytics, and cross-functional coordination

Core Competencies

• Ethics & Integrity
• Dependability
• Collaboration & Teamwork
• Communication
• Customer Focus