Lead Sales/ Conference Administrative Assistant

Hotel Monteleone•New Orleans, LA

2d•Onsite

About The Position

The Lead Sales/Conference Services Assistant position requires an individual to perform essential duties and responsibilities satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. The role involves managing sales telephone lines, assisting with sales proposals and contracts, maintaining filing systems, managing office and kitchen supplies, and assisting with various reports and administrative tasks. This position also requires creating signage, labels, and vouchers, and booking arrangements for in-house meetings. The role emphasizes strong interpersonal, communication, teamwork, and organizational skills, along with ethical conduct and adaptability in a fast-paced environment.

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.
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, responding to inquiries, and following up on guest concerns.
Assist with sales proposals, contracts, turnovers, and file notes in Salesforce (SForce).
Maintain confidentiality of communications between customers and management.
Ensure all filing systems are maintained, 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, including weekly and daily convention reports, banquet event order distribution, and weekly work schedules.
Input amenities into the amenity log and provide gift cards as required.
Build report shells and gather data for various reports, including Weekly Operations Report, Conference Services Forecasts, Assignment Sheets, and Sales site inspection reports.
Complete special projects as assigned by Directors or Managers.
Book and communicate arrangements for in-house meetings, such as Benefits Meetings and Orientation Meetings.
Create box lunch labels, 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.