JOB DESCRIPTION:

Handles all administrative duties required by the Sales managers in order to provide superior services to our guests. Has a passion for hospitality sales and service and looking to grow career within Sales and Marketing department.

ESSENTIAL DUTIES:

Schedules and prioritizes work load to meet deadlines of all managers

Act as back up for sales manager(s) with customers

Help prepare for site inspections, client events, and sales calls as instructed by sales managers

Types and distributes correspondence, as requested by sales managers

Ensures that all correspondence is 100% accurate

Prepare proposals/contracts in a timely fashion: Maximum turnaround time - 24 hours

Maintains account files and ensures that all information is included in file, i.e. post-convention reports, letters, fax information, etc.

Books group reservations into the system

Checks VM for general sales line as well as all incoming lead mailboxes throughout the day

Answers calls to sales office by third ring

Ensures that all managers receive messages in a timely manner.

Messages to include name and phone, group or company name, number of caller, date and time call received

Maintain close communication with and Director of Sales and/or Sales Managers

Follow up with clients in a timely and professional manner

Coordinate with internal operations departments when needed

Takes detailed inquiry leads and submits to appropriate manager

Pass all potential leads to group sales to develop group business opportunities

Assists unassigned managers as needed

Gathers materials and mails packages to clients, as necessary

Processes outgoing mail

Attends Sales Meetings

Takes minutes at committee/assistant meetings as directed

Participates in schedule rotation for late coverage on days the office closes early

Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules in response to the business needs of the hotel

Adheres to safety, security and emergency procedures, reacts appropriately during emergency situations and acts promptly to correct hazards

Performs other duties as assigned

MINIMUM REQUIREMENTS:

The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must have effective ability to communicate orally or in written form effectively with co-management, internal and external customers

Experience within Opera and Sales Pro preferred

Previous Hospitality/Hotel experience preferred

Must have a valid Florida Driver’s License and good driving record

Must be able to pass pre-employment testing (i.e. drug test, background check, etc.)

Must have full availability and be able to work days, evenings, nights, weekends, and holidays

KNOWLEDGE / SKILLS / ABILITIES:

Ability to read, write and speak English (multi-lingual a plus)

Ability to understand, follow and give written and oral instructions

Ability to deal with stressful conflicts involving groups of people, individuals, and co-workers

Ability to work with large groups of people, and age groups

Ability to plan, organize and conduct a wide variety of activities

Knowledge of leadership techniques

Ability to work harmoniously with fellow employees and guests

Ability to work outdoors including intense or inclement weather conditions

Abilities (<3 hours per day) walking, standing, stooping, kneeling, running, sitting, climbing, reaching overhead and bending

Ability to frequently (<4 hours per day) lift up to 30 pounds of weight to chest height