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Group Sales Assistant
3 months ago
The Group Sales Assistant is responsible for providing administrative services to ensure a high degree of customer satisfaction, generate increased revenues, and nurture return business. Act as administrative support for the group sales team. Maintain files, notes, records, data entry, and trace systems to meet client expectations.
Additionally, this position assists with community, members, lodging, private events, and wedding-related accounts. This person will work closely with other departments to facilitate services agreed upon by the sales office as well as prospective clients. Promote teamwork and quality service through daily communication and coordination with other departments.
This is a full time position scheduled Tuesday through Saturday for approximately 40 hours per week. Qualified candidates should be available to work from 9am-5pm and evenings/weekends, when necessary. Benefits include medical, dental, vision, life and disability insurance, 401k, paid time off and access to community amenities.
Essential Job Duties:
Communicates details of group event to include but not limited to dates/timing of arrival and departure, room set-ups, diagrams, audiovisual/production needs, rooming lists, special needs, special events, on/off-site entertainment and transportation.
- Remains knowledgeable with the property’s accommodations, meeting facilities and support services available through the property to best promote the effective utilization of the property.
- Seeks authorization for special rates, concessions, discounts, etc.
- Ensures group billing is accurate and all payments are received timely.
- Keeps accurate records and process accounts to closure.
- Ensures timely processing of all group golf account payments.
- Manages multiple projects accurately in a timely manner
- Reviews distribution of in-house reports to ensure consistency and completeness of information.
- Attends weekly designated meetings.
- Communicates effectively verbally and in writing with clients in a timely manner.
- Communicates effectively verbally and in writing all details of events to appropriate personnel in a timely manner.
- Assists group sales with communications with group contacts and attendees to ensure expectations are met or exceeded.
- Takes a proactive approach toward client satisfaction.
- Assists with the development of company policy and procedure forms and systems.
- Assists with general follow-up sale lead correspondences, and client appreciation letters.
- Performs other related duties as directed by the Sales Manager.
Other Duties:
Perform other job functions as necessary to ensure property and company goals and guest expectations are exceeded. Attend site visits, menu tastings, planning appointments, etc. when required.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Education & Experience:
- Minimum 2 years’ experience in resort, convention/conference center, preferable in sales event services department.
- Knowledge of conference service equipment, set-up styles, and audio-visual; excellent computer software knowledge of Microsoft Office and property management software (LiveRez, Delphi, Northstar, Jonas, Caterease, etc.).
- High School diploma or equivalent.
Physical Requirements:
The physical demands described here are representative of those that must be met by an Associate to successfully perform the essential functions of this job:
- While performing the duties of this job, the Associate is regularly required to talk, hear and speak with others using clear and professional language.
- Must be able to read and follow written and oral instructions.
- Must be able to endure long periods of sitting, standing or working in Western NC climate (heat, humidity, cold, damp).
- Will be occasionally required to move, lift, carry, push, pull, and place objects weighing up to 20 pounds without assistance.
- Must be able to climb (stairs/ladders), reach overhead and below the knees, including bending, twisting, pulling, and stooping and use hands and fingers to handle, or feel.