SALES COORDINATOR/ADMIN

Hybrid Position Sales Administration, Event Coordination & Front Desk Support

This is a hybrid hospitality position that combines Sales Administrative responsibilities with Front Desk operational support. The ideal candidate will be comfortable transitioning between administrative sales functions and direct guest service responsibilities based on the needs of the hotel.

In addition to supporting the Sales team with group reservations, contracts, deposits, billing, reporting, and administrative duties, this position will support Front Desk operations, including scheduled or as-needed Front Desk shift coverage. Front Desk responsibilities may include assisting with guest check-in and check-out, reservations, telephone calls, guest requests, payment processing, and other daily Front Office functions.

Candidates should enjoy a role that provides variety, combines administrative work with guest interaction, and requires flexibility to support hotel operations during periods of increased business, staffing needs, special events, and other operational demands.

Position Objective

The Sales Administrative Assistant provides administrative support for the Sales team including greeting visitors, answering the telephone, gathering data and compiling reports, maintaining files and preparing correspondence.

Essential Job Functions

• Perform a wide variety of administrative assignments which are sometimes confidential in nature.
• Enter data, draft, edit, revise and print letters, reports, BEO's and other documents.
• Greet and direct visitors and answer, screen and route phone calls.
• Sort, screen, and distribute incoming mail.
• Resolve routine administrative problems and answer basic inquiries.
• Establish, maintain and update files, records and other documents.
• Order supplies.
• Make/change reservations for groups.
• Input rooming lists.
• Follow up with guests about deposits due & any balances due.
• Take deposits and communicate with groups about their deposit schedule.
• Add actuals and booked numbers
• 60 & 30 days out updates on rooms booked with groups.
• Acquire special requests, all information about groups, and inputs notes into system.
• Pre-assign group rooms if needed.
• Build room blocks and group masters
• Acquire payment and post banquet checks.
• Route group billing.
• Send all receipts and follow ups on groups.
• Enter Group commissions.
• Contract turnover and filing.
• Other duties as assigned.

Requirements

• Good communication and interpersonal skills
• Requires excellent communication skills, both verbal and written.
• Must be able to read and write to facilitate the communication process.
• Good vision, either natural or with corrective lenses
• Basic mathematical skills for simple calculations
• Must be able to work additional hours if requested outside of the traditional work schedule
• Able to sit for extended time periods
• Able to lift at least 30 pounds
• Able to perform several varying tasks simultaneously
• Must have good attendance and punctuality
• Must be able to speak, read, write and understand the primary language(s) used in the workplace.
• Ability to access and accurately input information using a moderately complex computer system.
• Most tasks are performed in a team environment with the employee acting as a team leader.
• May be required: to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; to deal with problems involving several concrete variables in standardized situations.
• Able to operate telephone, computer stations, plug and unplug various power cords, familiar with basic computer interface systems. Able to maintain organizational image by demonstrating high quality guest service always.

Education/Experience

• High School Education plus one or more years of administrative or equivalent experience is required.
• Experience in the hospitality industry and knowledge of common industry terms and practices preferred.

Work Environment

• Must be able to work effectively in a stressful environment, communicate with others, effectively deal with customers and accept constructive criticism from supervisors.
• The environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
• Please note: Management reserves the right to change, modify, and/or alter any of the duties listed in this detailed job description in order to meet business changes and demands. Must be able to change activity frequently and cope with interruptions.