Sales Support Specialist

2 weeks ago

Los Angeles, California, United States Hard Rock Cafe Full time
Job Overview

Position Summary

The Sales Office Assistant serves as the primary contact for all visitors and callers to the Sales Office. This role is crucial in supporting the daily operations and administrative tasks for the Director of Sales and Marketing, as well as the entire sales and catering team.


Key Responsibilities

  • Responds promptly to sales inquiries via phone.
  • Records messages, addresses customer needs, and promptly directs leads and inquiries to the Sales Lead Coordinator. Communicates requests to relevant departments.
  • Handles routine office tasks such as filing, faxing, copying, creating files, processing gift certificates, managing mail, and coordinating amenity requests.
  • Ensures that VIP reservations for the Director of Sales and Marketing are accurately entered into the property management system and coordinates related amenities.
  • Manages parking validations and maintains the log system.
  • Takes minutes during monthly sales meetings and distributes them accordingly.
  • Prepares and sends all correspondence, including letters and emails, for the Director of Sales and Marketing or other sales managers as required, ensuring accuracy.
  • Organizes and prioritizes the workload for the Director of Sales and Marketing.
  • Generates and distributes the Weekly Sales Activity Report.
  • Assists in preparing monthly forecasts and generates daily forecasts as needed.
  • Maintains a Reference Library, manages association memberships, and organizes trade show information and mailing lists.
  • Collaborates with the IT Manager to develop necessary reports for the Director of Sales and Marketing.
  • Builds and maintains productive, service-oriented relationships with both internal and external clients, representing the company effectively.
  • Provides timely and accurate information to internal contacts, maintaining a thorough understanding of the hotel's offerings.
  • Regularly reviews and enhances office management and administrative systems, ensuring the office is well-stocked with supplies.
  • Develops knowledge of all in-house groups and upcoming arrivals over a rolling 10-day period.
  • Offers support in the absence of the Director of Sales and Marketing or other administrative staff.
  • Completes daily and weekly tasks as assigned by the Director of Sales and Marketing.
  • Takes initiative to resolve issues and demonstrates a personal impact.
  • Approaches tasks methodically, showing determination and completing work to the required standards within agreed deadlines.
  • Maintains professionalism in all customer interactions.
  • Exhibits motivation, commitment, and enthusiasm, actively seeking opportunities for skill enhancement.
  • Demonstrates flexibility and responsiveness to changing demands.
  • Fosters teamwork by cooperating and supporting colleagues in achieving departmental objectives.
  • Maintains an organized filing system for contracts and correspondence.
  • Schedules appointments for the Director of Sales and Marketing.
  • Provides computer support, including word processing, spreadsheets, databases, email, and Windows applications such as PowerPoint for the sales team.
  • Effectively manages the sales process, including site tours and inquiry calls.
  • Checks email regularly and distributes potential sales leads to the lead coordinator.
  • Possesses knowledge of food and beverage operations.
  • Assists in organizing trade shows and preparing marketing materials for clients.
  • Supports other Sales Assistants, Coordinators, and Sales Managers as required by business needs.
  • Compiles and distributes informational and marketing packets for meetings as requested.
  • Ensures successful site inspections and client visits through meticulous planning and communication with all departments.

This job description outlines the essential functions of the position and does not encompass all tasks that may be assigned.


Qualifications

Experience, Education, and Certifications

  • High school diploma or equivalent experience; a college degree is preferred.
  • Two years of experience, ideally in the hospitality or catering/sales sector.
  • Experience in a luxury hotel environment is preferred.

Skills

  • High energy with effective interpersonal skills and a positive attitude.
  • Highly organized and detail-oriented.
  • Ability to manage multiple projects simultaneously without becoming overwhelmed.
  • Proficient in technical or professional language for clear communication.
  • Strong communication and listening skills, with excellent reading and writing abilities.
  • Competent in basic numerical operations.
  • Proficient in Microsoft Office applications and other relevant software.
  • Ability to interact effectively with both internal and external clients, demonstrating patience and diplomacy.
  • Fluency in English; additional languages are a plus.

Physical Demands

  • Ability to move throughout the workplace for extended periods.
  • Ability to sit for prolonged periods.
  • Ability to perform repetitive movements with arms, hands, and wrists.
  • Ability to communicate verbally and perceive sounds.
  • Ability to visually assess surroundings.
  • Manual dexterity and coordination are required.
  • Ability to occasionally lift and carry objects up to 10 pounds.
  • Ability to tolerate various environmental conditions.

Additional Requirements

  • Understanding of hotel operations and lifestyle hotels is preferred.
  • A passion for music and awareness of music trends is preferred.
  • Self-motivated with strong organizational skills.

Availability to work evenings, weekends, and holidays as needed.

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