Lead Sales/ Conference Administrative Assistant

Hotel Monteleone•New Orleans, LA

1d•Onsite

About The Position

The Lead Sales/Conference Services Assistant position involves providing comprehensive administrative support to the Sales and Conference Services departments. This role requires excellent organizational and communication skills, a guest-focused approach, attention to detail, and the ability to multitask in a fast-paced environment. The assistant will handle various administrative tasks, including managing phone lines, responding to inquiries, assisting with sales proposals and contracts, maintaining filing systems, managing office supplies, and distributing important departmental information. Additionally, the role involves assisting with meeting room floor plans, inputting group details into logs, preparing reports, booking in-house meetings, creating labels and signage, and merging/amending documents. The position also requires maintaining buffet label systems and performing other assigned duties as necessary.

Requirements

Excellent organizational and communication skills (both verbal and written).
Guest focused.
Attention to detail.
Ability to multi-task.
Typing proficiency of at least 40 WPM.
Willingness to work in a fast-paced environment.
Team Player.
Knowledge of Microsoft Office Word Processing and Excel Spreadsheet software.
Knowledge of HTML internet software.
Knowledge of Opera PMS.
Knowledge of Salesforce.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other associates of the hotel.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
Ability to handle problems involving a few concrete variables in standardized situations.
Frequently lift and/or move up to 25 pounds.
Occasionally lift and/or move up to 10 pounds.
Close vision and the ability to adjust focus.
Regularly sit, use hands to finger, handle or feel and talk or hear.
Frequently walk and reach with hands and arms.
Occasionally stand and stoop, kneel, crouch or crawl.
A high school diploma or general education degree (GED).
Two (2) years related experience and/or training.

Nice To Haves

Previous administrative, luxury hotel and/or related experience strongly preferred.
Previous hotel and catering experience preferred.

Responsibilities

Answer sales telephone lines promptly and professionally, directing calls as appropriate.
Respond to telephone inquiries, determining client needs and referring them to the correct Sales or Conference Services Manager.
Follow up on guest concerns and questions in a timely manner.
Serve as an information resource for conference guests.
Assist with sales proposals, contracts, turnovers, and file notes in Salesforce (SForce).
Respect the confidentiality of communications between customers and management.
Maintain all filing systems, including contracts, turnovers, original RFPs, and supporting documents.
Maintain inventory of office supplies and sales office kitchen supplies.
Assign and maintain a listing of all posting master accounts for convention groups and insert work accounts.
Assist with meeting room floor plans using the Amadeus Diagraming Program.
Distribute critical information to appropriate departments daily and weekly, including Weekly Convention Report, Daily Convention Report, Batch Merge Document, upcoming Banquet Event Orders, and Weekly Work Schedule.
Input amenities as requested for groups into the amenity log and provide gift cards as required.
Build report shells and gather data for reports such as Weekly Operations Report, Conference Services 30-, 60-, and 90-Day Forecast, Conference Services Assignment Sheets, and Sales site inspection report.
Complete special projects as assigned by Director of Sales/Director of Catering and Conference Services/Conference Services Managers.
Book and communicate arrangements for in-house meetings, including Benefits Meetings, Orientation Meetings, and other one-off meetings.
Create box lunch labels and vouchers for parking, breakfast, and drinks.
Create sign boards, direction signs, menu cards, place cards, and escort cards.
Merge and amend word documents, contracts, addendums, pro forma invoices, and correspondence.
Maintain buffet label system and prepare labels daily for the banquet department, including signage for signature drinks and cash bars.
Perform other duties as assigned.