Sales and Marketing Assistant

Job Overview Primary objective includes maintaining an upbeat, helpful nature and utilizing excellent organization skills to keep the sales department running smoothly, enabling the sales and marketing team to focus fully on booking business and achieving sales goals. The Sales and Marketing Assistant will be the department’s main communications hub, ensuring the flow of messages and information within the department and externally between fellow departments, customers and vendors, specifically responsible to the Transient Team including Leisure and Corporate travel. The position is accountable for helping the department stay on track to reach targets by inputting data and maintaining spreadsheets to generate reports. Using an eye for detail and passion for order, the qualified individual will maintain meticulous records for later reference and reporting, as well as welcome callers and visitors graciously in a professional manner, as well as handling requests promptly. Essential Job Functions Entering client and rooming information into HMS and Delphi Completing contracts and proposals Respond to client correspondence and special requests and obtain final details, dates, times, and hotel room requirements. Regularly follow-up with clients and maintain accurate and updated information. Qualifying/assigning leads Resolve requests and/or complaints to the satisfaction of the guest; inform supervisors of major problems, complaints, disturbances, or dissatisfied clients. Promote teamwork and quality service through daily communication and coordination with other departments. Coordinate details with other departments such as VIP amenities, special requests, or other service needs or special handling. Submitting requisitions (POs) Assist the Sales Managers with researching potential clients, and sending out information to qualified leads Administrative duties: answering telephones, sending correspondence, preparing VIP notices, etc., as required. Site Inspection Forms. VIP tracking and control. May coordinate outside vendor service's needs (floral displays, audio/visual, etc.) where appropriate. Regularly follow-up to ensure set-up requirements meet client needs. Perform other duties as assigned (guest room tours, property tours, special guest requests, maintaining calendars, answering phones and routing to appropriate sales staff, handling of mail, faxes, etc.) Perform data analysis duties on behalf of the Department including weekly, monthly sales performance and pace reports. Data to be compiled utilizing formats and standards set forth by the Department. Complies with all Work Rules, Safety Standards and Standards of Conduct as set forth in the Employee Handbook. May be assigned other duties at the discretion of management. Qualifications/Skills Essential Ability to satisfactorily communicate in English (speak, read, write) with guests, co-workers, and management to their understanding. Ability to perform assigned duties with attention to detail, speed, accuracy, follow-through, courtesy, cooperativeness and work with a minimum of supervision. Ability to think quickly and act appropriately in emergency situations. Perform well under pressure situations, time demands, and work overtime when needed. Punctuality and regular and reliable attendance. Interpersonal skills and the ability to work well with co-workers and the public. Must demonstrate strong computer skills including Microsoft Suite, Delphi, HMS, CVENT, Hotelligence. Ability to work flexible schedule (AM, PM, Overnight, Weekends & Holidays). Desirable 1-2 years of experience in hospitality sales or services. Bachelor's Degree or equivalent vocational training. Essential Physical Abilities Physical activities include walking and standing to a significant degree. Sitting for long periods of time is also possible. Talking, seeing, hearing, lifting objects weighing up to 20 lbs. with frequent lifting or carrying of objects weighing up to 10 pounds. Travel as required. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. #J-18808-Ljbffr