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Administrative Assistant-sales

4 months ago

Cathedral City, United States Doubletree Golf Resort Palm Springs Full time

Job Summary:
The Administrative Assistant is responsible for ensuring that the administrative functions for all Sales and Catering positions are handled.

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

- College course work in related field helpful.
- Experience in a hotel or a related field preferred.
- High School diploma or equivalent required.
- Must be proficient in Windows Operating Systems Company approved spreadsheets and word processing.
- 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**:

- 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 which include wearing the proper uniform and name tag when working (per brand standards)
- 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.
- Maintain Accounts Coverage Program
- Complete monthly competition statistics of all area hotels and turn into the Director of Sales by the fifth of each month.
- Complete all 'Month End' reports for the Director of Sales and send to Corporate according to established timeframe.
- Type and process all contracts proposals memos and general correspondence for sales/catering staff.
- Type and distribute all banquet event orders banquet checks and Daily Event Sheets for the Catering Manager.
- 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.
- Prepare Daily Mail Cash Receipts Log. Endorse and drop all checks received through the mail on a daily basis.
- 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 from Sales and Catering Managers.
- Maintain trace for all Sales and Catering Mangers.
- Order and maintain all Sales forms as specified and participate in monthly inventory counts.
- Review all 'OUT' mail from the General Manager and process as per instructions.
- Process monthly office supply order for entire hotel; ensure budget guidelines are met.
- 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:
**A PALM SPRINGS HOTEL WITH AN ELEVATED STYLE**

Elevated style, contemporary vibe, and an unbeatable setting at the foot of the San Jacinto Mountains. The new aesthetic is inspired by the desert landscape and features neutral colors, wood accents and splashes of color. With deluxe resort accommodations and unbeatable service, the DoubleTree Golf Resort Palm Springs is most scenic and relaxing resort experience in Palm Springs. The DoubleTree Golf Resort Palm Springs is the definition of _VACATION_ with it's stunning golf course and mountain views.

Our Palm Springs resort boasts a 27-hole championship golf course with views of the mountains and lake. Visitors are pampered at The Spa At Desert Princess with a massage or facial. Swim in the Olympic-sized pool, which features two hot tubs, private cabanas and a 5,000 sq. ft. sundeck. Burn some calories in our modern fitness center featuring state-of-the-art equipment.

Dine at either of the two new restaurants added during the renovation or choose room service. Polanco Kitchen, which serves Southern California inspired cuisine. Mira Bar features mountain views, indoor or outdoor seating and is the perfect place to watch sports.

Enjoy 23,000 sq. ft. of flexible meeting and event space. Host a business conference or dream wedding for up to 1,200 guests in the Mesquite Ballroom or use the majestic San Jacinto Mountains as a beautiful backdrop for an outdoor wedding.

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.