Job Overview: The Office Assistant works directly with the Director of Sales to ensure all office needs are prearranged and completed successfully. The Sales Office Assistant is responsible for ensuring all Sales Office events, orders, and communications tasks are completed in accordance with predetermined timelines. Reports To: Director of Sales, General Manager, Managing PartnerKey Relationships: Food and Beverage Department, Front Desk, Housekeeping, Corporate GuestsEssential Job Duties:
- Answer phone calls, respond to voicemails, send messages to desired recipient.
- Send and receive email and mail correspondence in a timely and professional manner.
- Greet and assist hotel guests, clients, and office visitors promptly and professionally.
- Create and manage customer files, updating as necessary. This may be done on paper or digitally.
- Manage schedules and timelines for upcoming events, updating event orders as necessary.
- Maintain sales office database and update information as needed.
- Create reservations, rooming lists, and group blocks in the Hotel Reservation System.
- Create banquet event orders for each event, based on customer desires and hotel requirements.
- Create event space layouts for each event, based on customer desires and hotel accommodations.
- Ensure event space is set up prior to the start of the event, preferably the day before the event.
- Process payments in the hotel reservation system and point of sales system based on the criteria included in the contract.
- Coordinate meetings with hotel departments, ensuring key information is conveyed to the correct department for event success.
- Assist the Director of Sales with data entry and document preparation in sales software and hotel reservation system.
- Work hours are consistently Monday-Friday 9:00 AM- 5:00 PM, however, weekend and evening hours may be required based on business demand.
- Due to the seasonal nature of the hospitality industry, there may be a need to work varying schedules or departments to reflect business demands.
- Complete other tasks or duties related to regular job function as assigned.
Job Requirements:
- High school diploma or equivalent, Hospitality or Business Degree or certificates are desired.
- Excellent verbal and written communication skills.
- Compute basic arithmetic to include percentage calculations.
- Proficient computer skills (Windows, MS Office, Spreadsheets)
- Well organized and detail oriented.
- Guest orientated and service minded.
- Proficiency in English, a second language is a plus.
- Must maintain a polished and professional appearance.
Employment Benefits:
- Health, Dental and Vision Insurance
- Paid Time Off
- 401(K) Matching Retirement Plan
- Paid Holidays
- Paid Anniversary Day
- Discount YMCA Membership
- Upward mobility based on successful performance in this role.