Administrative Assistant - Sales

Job Title: Sales Administrative Assistant

Department: Sales

Reports To: Office Manager

Purpose of the Position:

Primary function is to provide support to the sales managers through execution of paperwork, coordination of details and providing assistance in the sales/catering process.

ESSENTIAL DUTIES

• Prepare proposals and contracts as requested/required by sales managers in a timely manner and follow through to completion
• Prepare contracts using the create/edit merge documents in Delphi
• Fax documents and retrieve/deliver incoming faxes to mailboxes
• Create labels and mass mailings as requested/required by sales managers
• Distribute outgoing mail (AM & PM) to the Executive Office and retrieve mail from the Executive Office for distribution to mailboxes
• Prepare sales kits
• Compose letters and general correspondence
• Create accounts and bookings in Delphi
• Inputs all pickup into Delphi
• Inspects site rooms upon request
• Translate when requested
• Provide excellent customer service
• Retrieve, log and distribute leads (lead catcher)
• Practice and maintain good telephone techniques.  Answer phones by the 2^nd ring
• Communicate and obtain complete, detailed information in a professional, courteous manner in the shortest amount of time possible
• Good verbal communication and listening skills are required
• Process all correspondence as assigned using proper grammar, set-up, spelling and composition within the assigned time limits
• Maintain office files in an organized manner for easy access and future reference
• Provide positive, professional guest contact, making guests feel comfortable.  Answer guests’ questions and solve guest problems, thereby reducing guest complaints
• Copy and/or compile information as required/requested and distribute on a timely basis to communicate essential information with staff and all hotel departments
• Take and distribute messages.  All messages should include the name of the caller, nature of the call, phone number of caller, date and time call was received.  Obtain complete and accurate information and distribute to the receiving party on a time basis
• Accurately type all contracts, proposals, etc. as instructed by the sales managers.  Distribute the items on a timely basis to appropriated staff and clients
• Maintain a well-organized, clean and appealing facility and enhance the image of the sales office to make clients feel comfortable and maximize productivity

GENERAL DUTIES

• Know your schedule work and follow it accordingly
• Work in a cooperative and friendly manner with fellow employees
• Maintain professional attire and personal hygiene
• Maintain a clean, neat and orderly work area
• Perform your job according to standard operating procedures
• Read, understand and follow all policies, procedures and practices as stated in the Employee Handbook
• Implement management company and hotel’s safety and emergency policies and procedures (i.e. evacuation, first aid, etc) to include removing all safety hazards, following company’s OSHA program, safe lifting techniques
• Utilize protective equipment, when applicable
• Promptly report substandard ( unsafe ) conditions to Supervisor
• Promptly report accidents, injuries, property damage or loss to Supervisor
• Keeps accurate communication flowing freely among all hotel departments
• Inform management promptly of any work-related problems or guest complaints
• Practice “CARE hospitality“ and provide guest satisfaction
• Promote the hotel through goodwill, courtesy and a positive attitude
• Attend all schedule training classes and meetings
• Continue to learn and grow in your position
• Perform any reasonable request as assigned or directed by management
• Provide for a safe work environment by following all safety and security procedures and rules
• Assist person(s) with a disability
• Comply with all applicable federal, state and local laws ordinances as they apply to the hotel, guest and employees
• Respond properly to irritated or angry guests

SUPERVISORY RESPONSIBILITIES

• None

QUALIFICATIONS/SKILLS

• Type at least 50 wpm; proficient computer skills:  proficient in Word, Excel & Outlook. Delphi knowledge a plus
• Must be flexible enough to work any shifts including evening, weekends and holidays

EDUCATION AND/OR EXPERIENCE

• High school diploma or equivalent
• 1 year experience in a Sales or Convention Catering office or related field

LANGUAGE SKILLS

• Good written and verbal communication skills

MATHEMATICAL SKILLS

• Basic math skills to accurately compute rate and profit information 

REASONING ABILITY

• Able to communicate accurately and effectively in verbal and written form with guests and employees so as to respond accurately and completely to people to give directions, instructions, information, answer questions and provide service as required

PHYSICAL DEMANDS

• Lift approximately ten (10) pounds
• Sit, stand or walk for varying lengths of time, sometimes for prolonged periods

WORK ENVIRONMENT

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions