Sales & Catering Administrative Assistant

Description

This is a 40 hour/week position at $19.00 per hour

REPORTS TO: Sales and Catering Director

ESSENTIAL JOB FUNCTIONS:

• Acts as Liaison between Catering Sales Manager(s), Convention Services Managers and Executive Meetings Manager and their related clients. Document booking inquiry information via phone or e-mail and transmit information to the respective Manager.
• Uses various computer word processing and other software packages to enter data, produce contracts, correspondence, forms, memorandum and other documents.
• Answers telephone and responds to caller inquiries by speaking in a clear and pleasant manner. Exercises decision making skills to direct caller’s request(s). Accurately records messages for staff and distributes the written messages to the staff members in a timely manner.
• Distributes documents to appropriate persons and locations to ensure prompt processing of time-sensitive information by hotel and supplier staff. Transports documents weighing up to 10 pounds to offices, mailrooms and other locations throughout the hotel building. Retrieves documents from and place documents into proper receptacles located up to 6 feet high, such as mailboxes, file cabinets, etc.
• Handles individual reservations for VIP clients. Ensures that all arrangements, including upgrades, are handled properly, coordinating with other departments through oral and written instructions.
• Attend to phone inquiries and walk-ins in absence of the Sales Manager/Hotel Manager. Must be able to analyze business and qualify customers. Accurately quote room rental and rate information to potential clients. Follow up by phone when appropriate
• Must have thorough understanding with sales system and other hotel sales applications used on a daily basis, enter pick up numbers in system.
• Prepare weekly and monthly sales reports
• Attend and participate in scheduled sales, staff and revenue meetings and others as assigned. Take minutes of meeting as required.
• Organizes, files and retrieves documents in appropriate binders in order to maintain essential records used in the department’s operations. Input data in database.
• Prepare and distribute all outgoing sales correspondences. This will include faxes, proposals, contracts, letters, sales kits, and deposits. Review documents for accuracy and provide information to other departments as necessary
• Where applicable, create, revise and distribute all banquet event orders; place banquet orders with the catering company; call clients for guarantees and provide catering company a final count. Greet all clients prior to events, check in with them during the event (at a designated break time) and again at the end of the event.
• Maintain Group Contact Binders
• Assist the Sales Manager/Director of Sales in planning of property specific sales blitzes and client events. Maintain a client database for future marketing campaigns.
• Prepare Sales Kits, keep marketing material stocked and assist in reordering collateral.
• Order and/or create advertising tools as directed (flyers, print ads, banners, etc).
• Create and maintain a clean organized sales office.
• Complies with attendance rules and is available to work on a regular basis.
• Performs any other job related duties as assigned by the Hotel Manager or General Manager

REQUIRED SKILLS AND ABILITIES:

Must have the ability to communicate in English. Self-starting personality with an even disposition. Maintain a professional appearance and manner at all times. Can communicate well with guests. Must be willing to “pitch-in” and help co- workers with their job duties and be a team player. Ability to effectively deal with internal and external customers. Basic knowledge of mathematics and calculator skills to prepare mathematical calculations without error. Ability to communicate effectively both verbally and in writing in order to interact with vendors and department heads.

EDUCATION AND EXPERIENCE REQUIREMENTS

Minimum high school diploma or the equivalency. Two-year A.A. degree in Hospitality and Tourism preferred. Prior hospitality industry experience, including knowledge of hotel reservations and sales and catering software programs, specifically Marriott brand requirements are a plus!

Must have good verbal skills and ability to communicate in a professional manner at all times.

We are an equal opportunity employer.

Qualifications

Experience working in a customer service role or administrative assistant role.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)