Sales Administrative Assistant

Sales Administrative Assistant

The Sales Administrative Assistant supports the Sales Department of Staybridge Suites on daily responsibilities. This role conducts basic administrative skills to fulfill a variety of clerical and administrative duties, while handling various markets and clientele.

Essential Duties & Responsibilities

• Conducts research for the sales area and interacts with both existing and prospective clients.
• Oversees the contract process from time of return to hotel, including faxing countersigned to client, system data entry, creating file, ensuring form of payment and receipt, and forwarding to Convention Services department.
• Responsible for printing the weekly group pickup 10-day BEO report, preparing the BEO meeting packets, entering the actual group pickup, and runs cut-off date report for group 30-days out.
• Tracks all sent contracts and due date for return while providing management with updates on past-due contracts.
• Performs clerical duties including, but not limited to, answering phones, sending mail, maintaining the sales office calendar, and sending client receipts.
• Conducts site tours, attends weekly sales meetings, and assists with special events as needed.
• Sends invoices, posts charges, and advance purchase deposits.
• Processes the Honors invoice and posting the allowance to the redemption A/R account.
• Developing and sending out folios for meetings, A/R Accounts, and VP Rollup reports.
• Responsible for keeping back of the house up to proper standards for cleanliness and schedules in-house employees to clean after events.
• Ensures caterer is following clean-up checklist after events as well as any other duties as specified by the Director of Sales & Catering on an "as need" basis.
• Adds new meetings and group bookings into the system by using OnQ Sales and Events, creating group masters, inputting rooming lists for groups, and posting payments into both A/R and group masters.
• Responds to SALT surveys and oversees client amenities.
• Interact and work as a team with all departments in hotel.
• Understand brand standards.
• Any other tasks assigned by management.

Qualifications:

Knowledge of Basic Hotel operations

Knowledge of Microsoft Office

Must have reliable transportation and a valid Driver's License with a clean driving record

Ability to lift up to twenty (20) pounds, unassisted.

Ability to sit or stand for long periods.