Scope:
Performs a wide range of clerical and administrative duties in order to support the daily operation of the Sales and Marketing Department.
Primary Responsibilities:
Maintains thorough knowledge of the hotel's Sales policies and procedures. Coordinates the effective utilization of policies and procedures throughout the sales department and all other departments in hotel.
Assists Director of Sales with his/her daily duties as needed. Is familiar with and able to carry out the duties of the Director of Sales and/or the Catering Manager in case of absence.
Meets with clients in the absence of the Director of Sales or Catering Sales Manager, Effectively and professionally conveys necessary fundamentals and details of the sale to the client.
Utilizes efficient sales strategy for the maximization of hotel revenue.
Composes and types routine correspondence, reports or contracts (to include banquet event orders, sales contracts, PACE report, statistical reports etc.) based on organizational practice, policies and procedures at the direction of the Director of Sales.
Ensures all documents produced by the Sales Department (i.e. BEO's, contracts, rooming lists, proposals) are completed accurately and on time. Tracks Locally Negotiated Rates.
Maintains a filing system and files sales records, correspondence and other miscellaneous items.
Is a member of various committees and attends various sales conferences/meetings (NETMA, etc.). Relays beneficial information from meetings to Sales Department.
Schedules appointments, travel arrangements, reservations and conference rooms for clients and/or members of the Sales Department.
Coordinates necessary arrangements with vendors relating to sales. Establishes strong relationships with vendors to ensure maximization of hotel revenue.
Ensures that all completed employee paperwork is received by appropriate department/person.
Answers the telephone and gives information to callers or routes call to appropriate sales personnel.
Reads and routes incoming mail and prepares outgoing mail related to Sales Department.
Sends information to guests that inquire about the property. Works with clients to book Pool Parties and other small functions.
Sends group room contracts to clients in a timely manner, and follows up to ensure that they are returned to the hotel on-time.
Follows up with past client events by sending out surveys. Compiles Guest Surveys and distributes them to Department Heads.
Posts advanced deposits / payment to group accounts.
Creates Fliers, Mailers, Certificates, etc. to promote new business.
Researches Internet Sites for possible Hotel link opportunities.
Assists the Director of Sales in preparing reports for the Daily Revenue Meeting.
Makes copies of correspondence or other printed material.
Assists other office staff during periods of absence and down time.
Responds quickly to guest requests in a friendly manner. Follows up to ensure guest satisfaction.
Provides a professional image at all times through appearance and dress.
Follows company policies and procedures.
Note: Other duties as assigned by supervisor or management
Relationships:
Internal: Sales department: To provide clerical/administrative support, deliver messages.
All other departments: To coordinate events and/ or sales. To exchange information.
External: Clients, Visitors: To exchange and relay information.
Vendors: To arrange for services and establish relationships.

Qualifications:
Education/Experience: High School diploma or equivalent. Three to six months sales and/or clerical experience required. Special consideration will be given to those who exhibit exemplary performance.
Certification and/or License Requirement: None.
Skills and Qualities:
Computer aptitude.
Clerical skill. .
Organizational ability.
Sales oriented
Attention to detail.
Interpersonal skills.
Written and oral communication skills.
Working Conditions:
Will be required to work nights, weekends and holidays.
Will be required to work in a fast paced environment.
May be asked to work overtime.
Physical/Cognitive Activities:
This description of physical and mental activities is not intended to describe essential job functions. Rather, its purpose is to give the job applicant a feel for the physical and mental activities of the job to the end that an applicant with a disability can determine whether he or she will be able to do this job either with or without accommodations.
While performing the duties of this job, the employee is frequently required to stand; walk; sit; type on a keyboard; use hands to finger, handle, type or feel; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee is occasionally required to smell.
The employee must occasionally lift and/or move up to 20 pounds.
To perform this job successfully, the Sales Administrative Assistant must be able to accurately prepare and maintain official and hotel sales documents. This requires a knowledge of Sales principles and an attention to detail.
The Sales Administrative Assistant often times must write business letters, place event orders, and write and analyze various contracts, summaries and reports. These tasks must be completed using prescribed formats requires knowledge of punctuation, grammar, diction and style rules.
This person must often speak with clients, customers or employees of Broadway. Therefore, the Sales Administrative Assistant must possess strong verbal communication skills.
The Administrative Assistant often times calculates sales revenues and produces financial reports. Therefore, knowledge of accounting principles and math is essential.
This person will often solve practical problems and manage and organize the work of others. In dealing with others' work schedules, maintaining flexibility and being able to cope with frequent interruptions is necessary.
Organizational Structure:
Reports to: Director of Sales.
Job title also known as: Sales Administrative Assistant
This job description is a general representation of the duties and responsibilities commonly found in Hospitality for this type of position; it may be modified at an individual hotel based upon business necessity.