DoubleTree Boston North Shore - Administrative Assistant-Sales

Aimbridge Hospitality•Danvers, MA

8h•Onsite

About The Position

The Administrative Assistant is responsible for ensuring that the administrative functions for all Sales and Catering positions are handled.

Requirements

High School diploma or equivalent required.
Must be proficient in Windows Operating Systems, Company approved spreadsheets and word processing.
Must be able to convey information and ideas clearly.
Must be able to evaluate and select among alternative courses of action quickly and accurately.
Must work well in stressful, high pressure situations.
Must have the ability to assimilate complex information, data, etc. from disparate sources and consider, adjust or modify to meet the constraints of the particular need.
Must be effective at listening to, understanding, and clarifying the concerns and issues raised by co-workers and guests.
Must be able to work with and understand financial information and data, and basic arithmetic functions.
Must maintain composure and objectivity under pressure.

Nice To Haves

College course work in related field helpful.
Experience in a hotel or a related field preferred.

Responsibilities

Approach all encounters with guests and employees in a friendly, service-oriented manner.
Maintain regular attendance in compliance with Aimbridge Hospitality standards, as required by scheduling which will vary according to the needs of the hotel.
Maintain high standards of personal appearance and grooming, which include wearing the proper uniform and name tag when working (per brand standards)
Comply at all times with Aimbridge Hospitality standards and regulations to encourage safe and efficient hotel operations.
Maintain Sales files in an organized fashion and as per specified standards.
Maintain Accounts Coverage Program
Complete monthly competition statistics of all area hotels and turn into the Director of Sales by the fifth of each month.
Complete all 'Month End' reports for the Director of Sales and send to Corporate according to established timeframe.
Type and process all contracts, proposals, memos and general correspondence for sales/catering staff.
Type and distribute all banquet event orders, banquet checks and Daily Event Sheets for the Catering Manager.
Answer phones for sales/catering staff if not picked up by third ring; Record messages as appropriate.
Open, date, stamp, and allocate all hotel mail to the appropriate departments for handling.
Prepare Daily Mail Cash Receipts Log.
Endorse and drop all checks received through the mail on a daily basis.
Employees must at all times be attentive, friendly, helpful, and courteous to all guests, managers, and fellow employees.
Type, process and distribute all RFP's as directed by DOS.
Review all 'OUT' mail from Sales and Catering Managers.
Maintain trace for all Sales and Catering Mangers.
Order and maintain all Sales forms as specified and participate in monthly inventory counts.
Oversee and maintain efficient operation of the e-mail system for Corporate communications daily.
Review all 'OUT' mail from the General Manager and process as per instructions.
Process monthly office supply order for entire hotel; ensure budget guidelines are met.
Assist with the administration of the checkbook accounting system as directed by the Director of Sales.
Perform any other duties requested by the General Manager or Director of Sales.
Access to back of house areas of the hotel and sensitive information
Interact and occasionally have unsupervised contact with guests and/or colleagues
Access and control to sensitive areas in the hotel premises, including the Hotel Safe and secured file cabinets
Maintain a high level of trust and responsibility
Represent the company with certain level of reputation and good character as well as exercise sound judgement