Sales Administrative Assistant

The Sales Administritive Assistant will handle all administrative duties required by the Sales and Marketing Divisions to provide superior services to our guests. Responsibilities: Schedules and prioritizes workload to meet deadlines of all managers. Types and distributes all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate. Manage lead inbox and loading of leads in FDC . Maintain and update FDC to include loading room blocks, meeting space, concessions, etc. to prepare for tentative and definite booking process. Audit and maintain account files and ensures that all information is included in FDC, i.e. budget, contract, booking recap, file turnover checklists, and cancellation checklists. Answers calls to sales office and retains appropriate caller information prior to transferring. Assist managers with setup of site inspections to include transportation, walking showrooms and meeting space, scheduling amenities, restaurant reservations, etc. Enters work orders in Synergy as directed by managers. Maintain daily transaction log/review monthly. Gathers materials and mails packages to clients as necessary. Take minutes at committee/assistant meetings as directed. Attend monthly department meetings and other company required training. Order office supplies and enter budget adjustments in Birchstreet. Process commission reports. Input amenities for VIP clients and process paperwork. Participate in schedule rotation for department coverage. Maintaining PO’s for the department Complete other duties as assigned by management. Qualifications:  Previous hotel sales administrative experience preferred. College degree preferred.  Must be able to clearly and pleasantly communicate both verbally and in writing in English with guests, members, management and co-workers, both in person and by telephone.  Maintain a professional business appearance, attitude, and performance  Must be proficient in Microsoft Office.  Must demonstrate exceptional organizational skills.  Knowledge of current relevant computer software programs is preferred (Delphi, Salesforce, Opera knowledge preferred)  Physical Requirements:  The ability to sit and utilize telephone/computer for an extended period.   Ability to walk for long periods in order to assist with site inspections of entire resort.   Working Environment:  Interior of hotel, in normal office conditions.  Tools & Equipment:  Computer, copy/print/scan/fax machine, files  Microsoft Office, FDC, Opera, Synergy, ALICE, Birchstreet, Concur