Advertising & Sales - Administrative Assistant

Omni Hotels & Spas•Austin, TX

8d•Onsite

About The Position

Omni Hotels & Resorts is seeking a Sales Administrative Assistant for the beautiful Barton Creek Resort & Spa! We are proud to announce that we are ranked among the best resorts in Texas: Top 5 Resorts in the Southwest Conde Nast Traveler and Top 5 Resorts in Texas Travel + Leisure World's Best Awards 2025. The purpose of this role is to provide administrative support to the Sales Department. This position will support the Director of Sales and assigned Sales Managers with day-to-day operations and ensure communication in their absence.

Requirements

Must be able to clearly and pleasantly communicate both verbally and in writing in English with guests, members, management, and co-workers, both in person and by telephone
Must be proficient in Microsoft Office
Must demonstrate exceptional organizational skills

Nice To Haves

Previous experience as an administrative assistant is preferred.
College degree preferred.

Responsibilities

Daily monitor of lead inbox while assigning and distributing incoming leads
Answer all incoming phone calls to sales office, take detailed inquiry leads and respond to inquiries by determining client’s needs and specifications for referral to the appropriate sales manager
Ensure that all sales managers receive any messages in a timely manner
Assist sales managers with work overflow by typing and distributing correspondence, including letters, emails, contracts, etc., ensuring that all correspondence is 100% accurate.
Assist in the Group Sales contract turnover process by ensuring all information is correctly entered into FDC and that it reflects the contract
Set up site visit requests for sales managers by coordinating client transportation, making reservations and any other requests from the sales manager or client
Work closely with the Market Research Coordinator (MRC) to monitor and audit the database of accounts, contacts, profiles, leads and activities to ensure that users adhere to established database standards and maintain database quality in all areas of the system in order to ensure consistent use and accurate reporting
Communicate with MRC regarding database issues, changes, questions and updates, and reports new database users for addition or users for removal
Train and support new employees on the database application, follows up with training on Omni Hotels & Resorts standards, implements new database features, standards and procedures on an ongoing basis, working closely with all sales, catering and conference services users
Run reports such as lead volume, GRC and pipeline, among others, for DOS and team
Input amenities for VIP clients and processes paperwork (amenity cards, etc.)
Create purchase orders and assist with the overall commission payment process
Coordinate Select Planner fulfillment requests
Maintain department inventory of office supplies
Complete other duties as assigned by management