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Sales Support Specialist

2 months ago

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

Position Summary

The Sales Office Assistant serves as the primary point of contact for guests reaching out to the Sales Department. This role is crucial in supporting the daily operations and administrative tasks for the Director of Sales and Marketing, as well as the sales and catering teams.


Key Responsibilities

  • Promptly answers incoming sales calls and manages inquiries.
  • Records messages, addresses customer needs, and forwards leads to the Sales Lead Coordinator without delay. Communicates requests to relevant departments.
  • Handles daily office tasks such as filing, faxing, copying, creating files, and managing mail and amenity requests.
  • Ensures that VIP reservations are accurately entered into the property management system and coordinates special amenities.
  • Manages parking validations and maintains a log system.
  • Takes minutes during monthly sales meetings and distributes them accordingly.
  • Prepares and sends out all correspondence for the Director of Sales and Marketing or other sales managers, ensuring accuracy.
  • Organizes and prioritizes the workload for the Director of Sales and Marketing.
  • Generates and distributes the Weekly Sales Activity Report and monthly forecasts.
  • Maintains a Reference Library, including association memberships and trade show information.
  • Collaborates with the IT Manager to develop necessary reports for the Director of Sales and Marketing.
  • Builds and maintains effective, service-oriented relationships with both internal and external clients, representing the company professionally.
  • Provides timely and accurate information to internal contacts, maintaining knowledge of hotel products and services.
  • Regularly reviews office management systems, implementing improvements as needed, and ensures the office is well-stocked with supplies.
  • Develops a thorough understanding of in-house groups and upcoming arrivals.
  • Offers support during the absence of the Director of Sales and Marketing or other administrative staff.
  • Completes daily and weekly tasks as directed by the Director of Sales and Marketing.
  • Takes initiative to resolve issues effectively and efficiently.
  • Approaches tasks with organization and determination, meeting deadlines with quality work.
  • Maintains professionalism in all customer interactions.
  • Demonstrates motivation and enthusiasm, actively seeking opportunities for skill development.
  • Adapts quickly to changing requirements and maintains a cooperative team environment.
  • Maintains an organized filing system for contracts and correspondence.
  • Schedules appointments for the Director of Sales and Marketing.
  • Provides computer support for various applications, including word processing and spreadsheets.
  • Effectively manages the sales process through site tours and inquiry calls.
  • Checks emails regularly and distributes potential sales leads appropriately.
  • Possesses knowledge of food and beverage operations.
  • Assists in organizing trade shows and preparing marketing materials.
  • Supports other Sales Assistants and Managers as needed.
  • Prepares informational and marketing packets for meetings.
  • Ensures successful site inspections and client visits through detailed planning and communication.

This description outlines the essential functions of the position; it does not cover all tasks that may be assigned.


Qualifications

Experience and Education

  • High school diploma or equivalent; college degree preferred.
  • Two years of experience in hospitality or sales preferred.
  • Experience in a luxury hotel setting is a plus.

Skills

  • High energy and effective interpersonal skills.
  • Strong organizational and detail-oriented capabilities.
  • Ability to manage multiple projects simultaneously.
  • Proficient in technical language for clear communication.
  • Excellent communication and listening skills.
  • Basic numerical skills for operational tasks.
  • Proficient in Microsoft Office and other relevant software.
  • Ability to interact effectively with customers and staff.
  • Fluency in English; additional languages are a plus.

Physical Requirements

  • Ability to move throughout the office for extended periods.
  • Ability to sit for long durations.
  • Manual dexterity and hand-eye coordination.
  • Ability to lift and carry up to 10 pounds.
  • Ability to work in various environmental conditions.

Additional Requirements

  • Understanding of hotel operations is preferred.
  • Passion for music and knowledge of current trends is a plus.
  • Self-motivated with strong organizational skills.

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