Sales Administrative Assistant

3 weeks ago

Sedona, United States L `Auberge De Sedona Full time

Job Summary:
L'Auberge de Sedona is a Forbes 4 Star resort located on the banks of Oak Creek in the majestic Red Rock Country of Sedona, AZ.

The Sales Department Administrative Assistant performs a variety of clerical and administrative duties that are necessary to run the sales and marketing department efficiently. Routine administrative support is required in terms of organizing files, editing documentation, drafting letters and client communication, preparing documents, coordinating schedules, scheduling appointments, answering phones, scanning, copying, invoicing, and supporting staff. The position uses computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents. The Sales Department Administrative Assistant is expected to participate in an atmosphere that promotes trust, creativity, open and honest feedback, accountability, and personal development. The job interacts with many departments in the resort, requiring excellent communication, time and task management skills and a positive attitude. Schedule is Monday - Friday; 8am - 4:30pm.

**Responsibilities**:
**QUALIFICATIONS**:

- Experience in a hotel or a Sales related field preferred.
- High School diploma or equivalent required.
- Strong computer skills required.
- Multi-tasking abilities required.
- Must be able to convey information and ideas clearly.
- Must be able to evaluate and select among alternative courses of action quickly and accurately.
- Must work well in stressful high pressure situations.
- Must have the ability to assimilate complex information data etc. from disparate sources and consider adjust or modify to meet the constraints of the particular need.
- Must be effective at listening to understanding and clarifying the concerns and issues raised by co-workers and guests.
- Must be able to work with and understand financial information and data and basic arithmetic functions.
- Must maintain composure and objectivity under pressure.

**RESPONSIBILITIES**:

- Help with property tours when needed.
- Manage Canon Copier
- Attend daily morning meeting and take notes
- Assemble Wedding kits for the Wedding Specialists
- Process all Invoices for the Marketing Department.
- Data entry into the Sales and Catering Delpi program.
- Record all In-House meetings and events, all Private Spa Activities and all Guest Activities into the Sales and Catering Delphi program.
- Manage the Gift Certificate letters for donations and guest recovery.
- Order Office Supplies for the Sales department
- Approach all encounters with guests and employees in a friendly service-oriented manner.
- Maintain regular attendance in compliance with Aimbridge Hospitality standards as required by scheduling which will vary according to the needs of the hotel.
- Maintain high standards of personal appearance and grooming.
- Comply at all times with Aimbridge Hospitality standards and regulations to encourage safe and efficient hotel operations.
- Maintain Sales files in an organized fashion and as per specified standards.
- Complete all reporting duties given by the Director of Sales.
- Answer phones for sales/catering staff if not picked up by third ring; Record messages as appropriate.
- Open date stamp and allocate all hotel mail to the appropriate departments for handling.
- Employees must at all times be attentive friendly helpful and courteous to all guests managers and fellow employees.
- Type process and distribute all RFP's as directed by DOS.
- Review all 'OUT' mail for the resort.
- Review all 'OUT' mail from the General Manager and process as per instructions.
- Assist with the administration of the checkbook accounting system as directed by the Director of Sales.
- Perform any other duties requested by the General Manager or Director of Sales.

Property Details:
**Our Resort**:
L'Auberge de Sedona is the luxury, four-star resort that our guests seek out. Situated on the banks of Oak Creek in the heart of Sedona’s famed Red Rock country, L’Auberge de Sedona is a place where guests celebrate, connect, heal, and relax. Taking inspiration from the resort’s location on Oak Creek, L'Auberge de Sedona has 62 luxury cottages and 21 lodge-style guest rooms allowing for a “resort within a resort” experience or tranquil seclusion. Guests of our Sedona, AZ luxury resort don’t have to go far to experience what’s recognized as “One of the Top Ten Restaurants in the Southwest” by Condé Nast Traveler at the resort’s on-property restaurants, Cress on Oak Creek and Etch Kitchen & Bar, or experience true rejuvenation at the L’Apothecary Spa.

Company Overview:
As the global leader in third-party hotel management, our growing portfolio represents over 1,550 hotels in all 50 states and 22 countries, from top international lodging brands to luxury hotels, destination resorts and lifestyle hotels. Our associates around the globe are passionate about serving our guests and driving exceptional results, and th

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