Sales Administrative Assistant

Job Description

Job Description

Job Title: Hotel Sales Administrative Assistant
Location: Best Western Ramkota Hotel, Rapid City, SD
Department: Sales & Catering
Reports To: Director of Sales

Position Summary:

The Hotel Sales Administrative Assistant plays a key supporting role in the Sales Department, ensuring efficient coordination of group bookings, VIP guest services, and sales operations. This role requires a high level of organization, communication, and attention to detail to help deliver outstanding service to our group clients and guests.

Key Responsibilities:

• Group Coordination:
• Accurately enter rooming lists within 72 hours of receipt.
• Assign rooms, generate and send confirmation numbers to clients.
• Follow up with questions or clarifications, copying the appropriate Sales Manager.
• Reporting & Data Entry:
• Enter group pick-up numbers into the Amadeus system on a weekly basis.
• Prepare and maintain group resumes and update relevant departments on group details.
• Guest Experience & VIP Services:
• Monitor VIP arrivals; prepare and deliver VIP gifts and amenities.
• Coordinate room assignments and ensure all VIP rooms meet standards before arrival.
• Inventory Management:
• Assist with maintaining inventory in the hotel marketplace and VIP closet.
• Help place orders for supplies as needed.
• Sales Support:
• Compile lists of potential clients and leads for the Sales team to call on.
• Provide administrative support for sales initiatives and projects as assigned.

Qualifications:

• Previous experience in hotel administration, sales support, or hospitality preferred
• Excellent communication, organizational, and multitasking skills
• Proficient in Microsoft Office Suite and hotel property management systems (PMS)
• Detail-oriented with a focus on accuracy and follow-through
• Ability to maintain confidentiality and work well within a team environment

Work Environment:

This position is primarily office-based within the hotel but requires coordination with multiple departments including Front Desk, Housekeeping, and Catering. Occasional lifting of VIP items or inventory may be required. Monday through Friday and some Saturdays on a part-time basis.

Pay Range:

$16-19 per hour DOE

Join the Best Western Ramkota Rapid City team and help us deliver exceptional group experiences with personalized service and top-tier hospitality.

About Us:  At Regency Hotel Management, hospitality is who we are—and what we do best. Since 1965, we've been leaders in driving maximum profit while creating asset value for clients. Our team of hotel management experts provides thoughtful, hands-on guidance inspired by years of professional experience. Our teams across our multiple locations are always growing, and we're looking for motivated individuals to join us!

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.