Sales Administrative Assistant

Omni Raleigh
Expected to open in 2028, the Omni Raleigh Hotel is anticipated to include 600 guest rooms and 55,000 square feet of meeting space, which will allow for larger events to take place downtown and support the growth of the Raleigh Convention Center expansion. The hotel will also feature several food and beverage outlets, a rooftop pool with a wellness center in addition to a fitness center.
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
* Assist the DOSM with preopening requests for tours of show rooms and coordinate with housekeeping staff to ensure that the show rooms are "show ready" daily.
* Assist DOSM with updating partner websites with appropriate progress updates on hotel construction and city information to assist in the marketing of the project.
* Generate the Weekly and End of Month Sales Reports
* Assist DOSM and Team in adherence to SOP on contract routing, turnover and deposit processes for confirmed groups/events.
* Prepare and distribute monthly production forecast
* 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 once sales team is hired
* Expert with Salesforce Report Builder and Excel
* Assist in 90-day forecasting process as needed
* Attend monthly MRC calls
* Schedules and prioritizes workload to meet deadlines
* Types and distributes all correspondence, including letters, emails, proposals, contracts, as 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, emails , 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 assigns to appropriate manager
* Inputs amenities into computer for VIP clients and processes paperwork (amenity card, receipt signature from Room Service.)
* 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 if needed
* 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.
Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link:
EEOC is the Law Poster.
Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.
If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to: View email address on click.appcast.io.