Sales Administrative Assistant

Responsibilities

• Schedules and prioritizes workload to meet deadlines of all managers.
• Type and distribute all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers.
• Ensures that all correspondence is 100% accurate.
• Manage lead inbox and loading of leads in FDC.
• Maintain and update FDC to include loading room blocks, meeting space, concessions, etc. to prepare for tentative and definite booking process.
• Audit and maintain account files and ensures that all information is included in FDC, i.e. budget, contract, booking recap, file turnover checklists, and cancellation checklists.
• Answers calls to sales office and retains appropriate caller information prior to transferring.
• Afford managers with setup of site inspections to include transportation, walking showrooms and meeting space, scheduling amenities, restaurant reservations, etc.
• Enters work orders in Synergy as directed by managers.
• Maintain daily transaction log/review monthly.
• Gathers materials and mails packages to clients as necessary.
• Takes minutes at committee/assistant meetings as directed.
• Attend monthly department meetings and other company required training.
• Order office supplies and enter budget adjustments in Birchstreet.
• Process commission reports.
• Input amenities for VIP clients and process paperwork.
• Participate in schedule rotation for department coverage.
• Maintaining PO’s for the department.
• 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.
• Maintain a professional business appearance, attitude, and performance.
• Must be proficient in Microsoft Office.
• Demonstrate exceptional organizational skills.
• Knowledge of current relevant computer software programs is preferred (Delphi, Salesforce, Opera knowledge preferred).