Sales/catering Administrative Assistant

Sales-Catering Assistant

The Sales-Catering Assistant will handle all administrative duties required by the Sales and Catering Department in order to provide superior services to our guests.

Responsibilities

Answers all calls to sales office by third ring.

Takes detailed inquiry leads and submits to appropriate manager.

Daily checks voicemails and distributes to Sales Managers appropriately.

Ensures that all managers receive leads in a timely manner (name and phone, group or company name, number of caller, date and time call received).

Greets and appropriately handles all "walk in" guests.

Checks own mailbox in the morning and afternoon.

Assists with file turnover from Sales to CS/Catering. When new contracts are signed and turned definite, prints and prepares new file for new business. Ensures a copy of the signed contract, along with booking recap, and turn over sheet are present in the file before turning file over to CS/Catering Team.

Maintains and keeps a tidy Sales Closet/Sales Storage, and Sales Office Space.

Orders office supplies for Department.

Maintains file system per SOP.

Updates and maintains a tidy bulletin board.

Schedules and prioritizes work load to meet deadlines of all managers.

Routes copies of BEO Packet, Resume, Daily Event Log - weekly to all departments.

Routes copies of Revised/Pop Up BEOs and Revised/Pop-Up Resumes, upon request.

Sends weekly and daily cut off reports to all Sales Managers.

CS Wedding Room Blocks and prepare Wedding Room Block Resumes.

Create PO's and check requests.

Post checks upon request.

Assists with travel commissions.

Assists with mailing packages to clients as necessary, processing outgoing mail.

Assists Sales & Catering Managers with reservation requests, as needed.

Enters work orders in Synergy as directed by department managers.

Audits rooming lists and routing, per request of CS Managers.

Creates boxed lunch labels and other signage for banquets, per request.

Assists CS and Catering Team with diagraming, per request of individual managers.

Per Sales Manager Request - Types and distributes all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.

Maintains monthly audit and communicates with Group Reservations Coordinator to insure GRC blocks are the same as ORS blocks.

Assists in compilation of material for the Sales & Marketing budgeting and Marketing Plan process.

Gives group histories to other hotels and obtains them from hotels as needed.

Serves as hotel liaison for sales automation with corporate office sales automation manager, upon request.

Takes minutes at committee/assistant meetings as directed.

Participates in schedule rotation for late coverage on days the office closes early.

Travels as necessary for training/conferences.

Additional responsibilities as assigned by Director of Sales and Marketing and/or Director of Catering and Convention Services.

Assists other departments, upon request of Sales Management.

Qualifications

Must be able to work alone, as well as work well with others.

Must have great communication skills.

Maintain a professional appearance and attitude at all times.

Must be extremely computer savvy (MS Office (word, excel, outlook)).

Previous knowledge of Delphi, Opera, and Synergy preferred.

Must have good organizational skills.

Previous Admin Experience or Hotel Experience Preferred, but not required.

Associate degree or higher level education preferred (in business or equivalent fields preferred), but not required.