Sales Administrative Assistant

Responsibilities

• Maintain the Group Rooms Control Log (GRC) and FDC database
• Daily logging and distribution of all incoming leads
• Afford assistance to the DOSM with preopening requests for tours of show rooms and coordinate with housekeeping staff to ensure that the show rooms are “show ready” daily
• Afford assistance to the DOSM with updating partner websites with appropriate progress updates on hotel construction and city information to assist in the marketing of the project
• Generate the Weekly and End of Month Sales Reports
• Afford assistance to the DOSM and Team in adherence to SOP on contract routing, turnover and deposit processes for confirmed groups/events
• Prepare and distribute monthly production forecast
• Research, distribute, and log all leads from Global Sales Offices, telephone and other sources
• Give group histories to other hotels, and obtain them on behalf of the hotel as needed
• Must have or be able to rapidly develop full knowledge of the Omni Sales Administration Manual and ensure that all standards and procedures are followed
• Aid the Director of Sales and Marketing and Director of Sales in monitoring the KRA benchmarks once sales team is hired
• Expert with Salesforce Report Builder and Excel
• Afford assistance in 90-day forecasting process as needed
• Attends monthly MRC calls
• Schedules and prioritizes workload to meet deadlines
• Type and distribute all correspondence, including letters, emails, proposals, contracts, as Ensures that all correspondence is 100% accurate
• Maintains account files and ensures that all information is included in file, i.e. post-convention reports, letters, emails, etc
• Professionally answers calls to the sales office and accurately takes messages, as applicable
• Ensures that all managers receive messages in a timely manner
• Enters group information (sites, resumes) into computer database
• Affords assistance in generating proposals with information accurate and specific to each client
• Affords assistance with site inspections
• G-Leads Property Champion: Participates in bi-monthly call. Champions the ongoing promotion of the program focusing on training new and existing associates. Ensures all reporting is fulfilled on a monthly basis. Creates and updates documents and spreadsheets for GM and DOSM, as needed
• Gathers materials and mails packages to clients as necessary
• Takes detailed inquiry leads and assigns to appropriate manager
• Inputs amenities into computer for VIP clients and processes paperwork (amenity card, receipt signature from Room Service.)
• Maintains cleanliness of office and showrooms while in pre-opening phases
• Arranges for outside catering for office site inspections as needed
• Orders office supplies and maintains functionality of office equipment
• Other duties as assigned

  Qualifications

  • Good verbal/written communication skills
  • Must maintain a professional business appearance, attitude, and performance
  • Must be able to work a variety of shifts, including weekends and holidays if needed
  • Ability to effectively use Microsoft Word, Publisher, Outlook, and Excel is required
  • Previous knowledge of Delphi, Opera and Synergy is preferred
  • Must have good organizational skills, attention to detail and be able to multi-task
  • Good verbal/written communication skills
  • Previous hospitality or administrative experience is required
  • Previous experience working in an upscale hotel is preferred
  • Experience in a sales environment is strongly preferred
  • Bachelor’s degree is preferred

  Environment & Position Analysis

  • Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance
  • Stand, walk or sit for an extended period or for an entire work shift
  • Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift

  Tools & Equipment

  • Desktop computer (Opera, Delphi.fdc, Salesforce, Meeting Broker, Oracle, Birchstreet, Kronos and Microsoft Office)
  • Printer, telephone, copier, fax machine and scanner

  Benefits

  • Omni Hotels & Resorts Is An Equal Opportunity/AA/Disability/Veteran Employer