Sales Administrator / Hilton Tampa Airport Westshore

About the role

Support the Sales & Catering team administratively including correspondence, preparing reports, file turnovers and assisting with reservations.

Requirements

• Must be self-directed, motivated and demonstrate intuitive customer service and interpersonal skills
• Effectively deals with internal and external customers, with high levels of patience, tact and diplomacy
• Communicates clearly, concisely, and openly in all interactions
• Has exceptional attention to detail, organizational, analytical and time management skills
• Multi-tasks and prioritizes in a fast-paced work environment being able to stay focused
• Exercises sound judgment; evaluates situations and utilizes appropriate and creative resources to solve problems
• Is technologically savvy, with a working knowledge of Microsoft Office, Delphi FDC and OnQ Preferred
• Able to assist with social media posts
• Contribute creativity when organizing client events and sales blitzes
• Must be able to meet deadlines, exercise sense of urgency and know how to prioritize
• Must be able to adapt in a changing environment and demonstrate professional attitude

Responsibilities

• Support the Sales & Catering team administratively including correspondence, preparing reports, file turnovers and assisting with reservations
• Provide telephone, message support for the department, and respond to inquiries in a timely, clear and pleasant manner
• Exercise decision-making skills to direct requests both internal and external
• Maintain guest profiles, contacts and additional necessary records used in the Sales & Catering operation
• Assist the Sales & Catering team with the preparation of contracts, proposals and addendums, track the completion status, and keep files up to date
• Act as liaison between Sales & Catering Managers and clients in Sales & Catering Managers' absence
• Take booking inquiry information via phone and prepare proper paperwork
• Handle reservations for VIP guests and clients
• Ensure that all arrangements, including upgrades and amenities, are handled properly
• Coordinate with other departments through verbal and written instructions
• Block group & meeting space specifications and ensure that accurate information is collected and entered in the reservations system
• Communicate with all hotel departments as appropriate
• Ensure prompt attention to time sensitive requests by hotel colleagues
• Order office supplies and collateral inventory for Sales & Catering Department and Executive Offices
• Complete additional projects as assigned
• Assists sales and catering team in the preparation of Banquet Event Orders and internally distributes to departments when necessary
• Assists front office team, General Manager and sales team with corporate reservations
• Assist the Sales & Catering Team with the Resume & BEO Packets for Staff Meeting
• Prepare and submit purchase orders through iBuy
• Submit Meeting Planner Hilton Honor Points
• Send out MPSI Surveys to the team
• Assist or spearhead the coordination of internal sales events
• Take sales meeting minutes and distribute