Administrative Assistant - Sales & Marketing Department

A Sales Administrative Assistant is responsible for responding providing administrative and clerical support to department manager(s) in the hotel's continuing effort to deliver outstanding service and financial profitability.

What will I be doing?

 As a Sales Administrative Assistant, you would be responsible for providing administrative and clerical support to department managers in the hotel's continuing effort to deliver outstanding guest service and financial profitability. Specifically, you would be responsible for performing the following tasks to the highest standards:

  Receive leads from Cvent, Speed RFP, hotel website and Groups 360 via Meeting Broker.

·         If information is vague, will qualify the leads for more details.

·         Assign leads and prepare booking via Delphi FDC based on sales manager assignments.

·         Qualify phone call leads to gather detailed information using lead form. Build bookings and events based on those details.

·         Assist with proposals, customer response forms, and value proposition writing

·         Assist with preparing agreements/ addendums for sales managers before sending to clients

Cvent

·         Responsible for maintaining resorts profiles; update new promotions, pictures, and document library (Menus, AV, etc.)

Delphi FDC

·         Assist sales team in creating bookings in Delphi FDC from inquiries that aren’t automatically generated.

·         Posting all relevant activity related to the inquiry into Delphi Activities.

Amenities

·         Process in-room amenity requests by following department SOPs.

·         Follow up with Room Service department on day of delivery to ensure timing and correct order is processed.

Room Requests/upgrades

·         Process room or upgrade requests from department managers.

·         Follow up with Front Office Manager on day of arrival to ensure proper category of room and room quality is up to VIP standards.

Airport and Local Transfers

·         Process transportation requests that come department managers.

·         Follow up with VIP Services team on day of arrival to ensure correct flight time is communicated (especially in the case of delays), proper sign to greet customer is up to VIP standards.

Leisure Sales

·         Conduct Travel Agent Site Inspections.

·         Update annually, Wholesale and Consortia contracts (Receptive and Domestic).

Tradeshows

·         Work with DOSM on annual Tradeshow Calendar. 

·         Once tradeshows have been approved based on annual budget, sign the team up in Lobby.

·         Monthly, monitor all tradeshow activity.  After each event, get actual dollars spent from the sales manager.  Compare to budget, inform DOSM of any significant variance (3% under/over).  Track actual spend on Tradeshow calendar.