Sales/CS Administrative Assistant

Summary

The Sales Conference Services Assistant is responsible for assisting with the daily operations of the Sales and Conference Services Departments at The Hotel Monteleone. The individual will handle all administrative duties as assigned.

Essential Functions

To perform the Sales/Conference Services Assistant position successfully, an individual must be able to perform each essential duty and responsibility satisfactorily.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities

The essential duties and responsibilities of the Sales/Conference Services Assistant position are as follow:

· Answer the sales telephone lines in a prompt and professional manner:

a. Direct calls as appropriate.

b. Respond to telephone inquiries by determining client's needs and specifications for referral to the appropriate Sales or Conference Services Managers.

c. Follow-up with guests concerns and questions in a timely manner.

d. Serve as an information resource for conference guests as needed.

· Assist when needed with sales proposals, contracts, turnovers, and file notes in Salesforce (SForce).

· Respect the confidentiality of communications between customers and Conference Services Manager and Sales Managers

· Ensure all filing systems are maintained accordingly includes but not limited to file creation including contracts, turnovers, original RFP, and miscellaneous supporting documents.

· Maintain inventory of office supplies and sales office kitchen supplies.

· Assign and maintain a listing of all posting master for convention groups.

· Assist when needed with meeting room floor plans using the Amadeus Diagraming Program.

· Distribute critical information to the appropriate departments as required on a daily and weekly basis (back up assignment):

a. Weekly Convention Report

b. Daily Convention Report

c. Batch Merge Document of the week's upcoming Banquet Event Order Distribution

d. Weekly Work Schedule

· Input amenities as requested for the various groups into the amenity log and provide gift cards as required (back up assignment).

· Build report shells and gather data from the appropriate managers before distributing information for the following reports:

a. Weekly Operations Report

b. Conference Services 30-, 60- and 90-Day Forecast

c. Conference Services Assignment Sheets for future bookings

d. Sales site inspection report

· Completing special projects as assigned by Director of Sales/Director of Catering and Conference Services/Conference Services Managers

· Book and communicate arrangements for in-house meetings to include Benefits Meeting and Orientation Meetings as well as other one-off meetings as required.

· Create box lunch labels as well as vouchers as required for parking, breakfast, and drinks etc.

· Create Sign boards, direction signs menu cards, place cards and escort cards as required.

· Merge and amend word documents, contracts, addendums, pro forma invoices, and correspondence as required.

· Maintain buffet label system and prepare labels daily for the banquet department. This would include signage as needed for signature drinks and cash bars.

· Other duties as assigned as deemed necessary.

Competency

To perform the Sales/Conference Services Administrative position successfully, an individual should demonstrate the following competencies:

• Interpersonal - Focus on solving conflict, not blaming; maintain confidentiality; listen to others without interrupting; keep emotions under control; remain open to others' ideas and try new things.

• Oral Communication - Speak clearly and persuasively in positive or negative situations; listen and get clarification; respond well to questions; participate in meetings.

• Teamwork - Balance team and individual responsibilities; exhibit objectivity and openness to others' views; give and welcome feedback; contribute to building a positive team spirit; put success of team above own interests; support team's efforts to succeed.

• Written Communication - Ability to read and interpret written information.

• Diversity - Show respect and sensitivity for cultural differences

• Ethics - Treat people with respect; keep commitments; inspire the trust of others; work with integrity and ethically; uphold hotel's organizational values.

• Organizational Support - Follow policies and procedures; complete administrative tasks correctly and on time; support hotel's goals and values; respect diversity.

• Adaptability - Adapt to changes in the work environment; manage competing demands; change approach or method to best fit the situation; able to deal with frequent changes, delays or unexpected events.

• Attendance and Punctuality - Consistently arrives at work and on time; ensure work responsibilities are covered when absent; arrive at meetings and appointments on time.

• Dependability - Follow instructions, respond to management direction; take responsibility for own actions; keep commitments; commit to long hours of work when necessary to reach goals; complete tasks on time or notify appropriate person with an alternate plan.

• Judgment - Display willingness to make decisions; exhibit sound and accurate judgment; support and explain reasoning for decisions; include appropriate people in decision-making process; make timely decisions.

• Planning and Organizing - Use time efficiently.

· Professionalism - Approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; accept responsibility for own actions; follow through on commitments.

• Quality - Demonstrate accuracy and thoroughness; look for ways to improve and promote quality; apply feedback to improve performance; monitor own work to ensure quality.

• Quantity - Meet productivity standards; complete work in a timely manner; strive to increase productivity; work quickly.

· Safety and Security - Observe safety and security procedures; determine appropriate action beyond guidelines; report potentially unsafe conditions; use equipment and materials properly.

Qualifications

The requirements listed below are representative of the knowledge, skills and abilities required for an individual to successfully perform the duties and responsibility of the Sales/Conference Services Assistant position:

· Excellent organizational and communication skills (both verbal and written)

· Guest focused.

· Possess attention to detail.

· Demonstrate the ability to multi-task.

· Possess a typing proficiency of at least 40 WPM.

· Demonstrate willingness to work in a fast-paced environment.

· Be a Team Player

Computer Skills

To perform the duties of the Sales/Conference Services Assistant position successfully, an individual must have knowledge of the following computer software/database systems:

· Microsoft Office Word Processing and Excel Spreadsheet software

· HTML internet software

· Opera PMS

· SalesForce

Language Ability

The individual selected for the Sales/Conference Services Assistant position must demonstrate the ability to:

• Read and comprehend simple instructions, short correspondence, and memos.

• Write simple correspondence.

• Effectively present information in one-on-one and small group situations to customers, clients, and other associates of the hotel

Math Ability

The individual selected for the Sales/Conference Services Assistant position must demonstrate the ability to:

• Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

• Compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

The individual selected for the Sales/Conference Services Assistant position must demonstrate the ability to:

• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.

• Handle problems involving a few concrete variables in standardized situations.

Work Environment

The work environment characteristics described here are representative of those an individual encounters while performing the essential functions of the Sales/Conference Services Assistant position:

· The noise level in the work environment is usually quiet.

· The position is located inside in an office setting with controlled temperatures.

Physical Demands

The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of the Sales/Conference Services Assistant position:

· Frequently lift and/or move up to 25 pounds.

· Occasionally lift and/or move up to 10 pounds.

· Close vision and the ability to adjust focus.

· Regularly sit, use hands to finger, handle or feel and talk or hear.

· Frequently walk and reach with hands and arms.

· Occasionally stand and stoop, kneel, crouch or crawl.

Position Status and Availability

The individual selected for the Sales/Conferences Services Assistant position must be available to work:

· A full-time, Monday – Friday with the flexibility to work overtime and/or on weekends according to the fluctuations of business levels.

Education and Experience

The individual selected for the Sales/Conferences Services Assistant position must possess:

· A high school diploma or general education degree (GED) or t

· Two (2) years related experience and/or training.

Previous administrative, luxury hotel and/or related experience strongly preferred.

Previous hotel and catering experience preferred.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person