Sales - Administrative Assistant

Sales Administrative Assistant    Overview:  This critical role has two key components. The first responsibility is to manage all sales data, controls, leads, and reports by following all procedures to ensure compliance from sales managers when working with all systems, including Delphi.fdc, third-party integrated and non-integrated lead providers, and other internal platforms. The second responsibility is to accurately complete a variety of administrative duties requested by colleagues within the Sales and Marketing Divisions in order to provide timely and professional service to our guests.    Responsibilities:  Maintain the Group Rooms Control Log (GRC) and FDC database  Daily logging and distribution of all incoming leads  Generate the Weekly and End of Month Sales Reports  Prepare and distribute monthly production forecast  Enter pick-up on a daily or weekly basis  Research, distribute, and log all leads from Global Sales Offices, telephone and other sources  Give group histories to other hotels, and obtain them on behalf of the hotel as needed  Must have or be able to rapidly develop full knowledge of the Omni Sales Administration Manual and ensure that all standards and procedures are followed  Aid the Director of Sales and Marketing and Director of Sales in monitoring the KRA benchmarks  Responsible to maintain monthly recap with reservations to insure GRC blocks are the same as Reservation blocks  Expert with Salesforce Report Builder and Excel  Assist in 90-day forecasting process  Attend Weekly Support Staff Meetings & monthly MRC calls  Schedules and prioritizes work load 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  Maintains account files and ensures that all information is included in file, i.e. post-convention reports, letters, fax information, etc  Professionally answers calls to the sales office and accurately takes messages, as applicable  Ensures that all managers receive messages in a timely manner  Enters group information (sites, resumes) into computer database  Assists in generating proposals with information accurate and specific to each client  Assists with site inspections  G-Leads Property Champion: Participates in bi-monthly call. Champions the ongoing promotion of the program focusing on training new and existing associates. Ensures all reporting is fulfilled on a monthly basis.   Creates and updates documents and spreadsheets for GM and DOSM, as needed.  Gathers materials and mails packages to clients as necessary  Takes detailed inquiry leads and submits to appropriate manager  Inputs amenities into computer for VIP clients and processes paperwork (amenity card, receipt signature from Room Service.)  Takes minutes at meetings as directed  Maintains cleanliness of office and showrooms while in pre-opening phases  Arranges for outside catering for office site inspections as needed  Orders office supplies and maintains functionality of office equipment  Other duties as assigned    Qualifications:  Good verbal/written communication skills  Maintain a professional business appearance, attitude, and performance  Must be able to work a variety of shifts, including weekends and holidays  Ability to effectively use Microsoft Word, Publisher, Outlook, and Excel is required  Previous knowledge of Delphi, Opera and Synergy is preferred  Must have good organizational skills, attention to detail and be able to multi-task  Good verbal/written communication skills  Previous hospitality or administrative experience is required  Previous experience working in an upscale hotel is preferred  Experience in a sales environment is strongly preferred  Bachelor’s degree is preferred  Environment & Position Analysis  Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance. Stand, walk or sit for an extended period or for an entire work shift.  Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.  Tools & Equipment  Desktop computer (Opera, Delphi.fdc, Salesforce, Meeting Broker, Oracle, Birchstreet, Kronos and Microsoft Office), printer, telephone, copier, fax machine and scanner.