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Sales Department Administrative Assistant

1 month ago

Hot Springs, United States Hot Springs Advertising & Promotion Commission Full time
Job DescriptionJob Description

Visit Hot Springs has a full time position for Administrative Specialist in the Sales Department. We offer great benefits and a fun place to work

Job Summary: The Sales Department Administrative Specialist's primary responsibility is to assist the entire Sales Team in overseeing the department's office operations.

Specific Job Duties and Responsibilities:

  • Assists in serving sales clients by regulating the orderly flow of calls and correspondence; answer questions; forwards messages; keeps clients informed as needed.
  • Attends pre-conference meetings to confirm convention services as requested by the meeting planner-including the who, what, why and how from client delegates and discussing how payments are preferred to be handled up to and including coordination of bank account information for depositing conference fees and maintaining full documentation of that banking.
  • Builds online registrations (in Swoogo software) for clients, fully maintains, troubleshoots, works one-on-one with registrants and prepares post conference reports for accounting.
  • Prepares name badges for convention delegates.
  • Provides meeting planners with accurate and timely registration and/or housing reports detailing delegate numbers and fees paid.
  • Oversees part time registrars, organizes registrars' work schedule at the Hot Springs Convention Center.
  • Gathers meeting and booking information from local lodging establishments and prepares ResorTalk report monthly; maintains the ResorTalk database.
  • Coordinates all statistical data for the Director of Sales' monthly Commission meeting report and economic impact report.
  • Receives copies of contracts, deposit payments and invoice payments and posts to proper Momentus Elite accounts with appropriate documentation. Sends weekly emails to sales managers & event coordinators concerning status of account payments and deposits and contract statuses.
  • Assists in maintaining department supplies by checking stock to determine inventory levels; anticipates requirements; stocks items; delivers supplies to department staff. Orders and maintains convention services supplies (pins, bags, literature, name tags/holders, etc.).
  • Helps to maintain department equipment by completing preventive maintenance; troubleshoots failures; calls for repairs.
  • Performs duties and functions as assigned by the Director of Sales and/or management.

Minimum Experience, Skills or Education Required:

  • Must possess a developed sense of task analysis and time management-assessing necessary order of work to be performed and time on task skills that allow all work to be accomplished within a prescribed time frame.
  • High cognitive/logic and critical analysis skills including the ability to take statistical analysis and apply reason to adjust it to fit "real life" parameters
  • Strong code of ethics for dealing with confidential information and numbers
  • Highly developed computer skills and the ability to negotiate multiple types of software. Must possess above average computer skills-excellent working knowledge of Microsoft Word, Excel, Adobe preferred and the ability to pick up and work with new software quickly and accurately.
  • High school education or equivalent. Some college education preferred but not required. Previous administrative or hospitality work preferred.
  • Must have mathematical development sufficient to be able to add, subtract, multiply and divide all units of measure.
  • Excellent oral and written communications skills. Must have developed language skills to read and write business letters, summaries and reports, using prescribed format, and conforming to all rules of punctuation, grammar, diction and style. Must be able to communicate well with clients.
  • Must be able to work with all kinds of people.
  • Must be able to work flexible hours as needed.

Working Conditions: The Sales Department Administrative Specialist works in a climate controlled office environment.

Physical Demands: Lifting 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds. Requires sitting, walking or standing to a significant degree. Talking. Hearing.

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