Sales Administrative Assistant- Full Time

Omni Hotels & Resorts•La Costa, CA

About The Position

The administrative assistant is responsible for a variety of tasks to support the sales team, Director of Sales, Director of Sales and Marketing, and Complex Director of Revenue Management. Responsibilities Effectively prioritizes and manages a varied workload to meet deadlines of all managers. Prepares and distributes correspondence relevant to group sales, including booking notices, letters, contracts, proposals, site inspection notifications, amenity cards, expense reports, and general administrative paperwork for assigned managers, while ensuring all correspondence is 100% accurate. Ability to navigate and respond to a variety of unique on-line RFP tools (Cvent, FLIP and G-Leads, MeetingBroker, etc.) on behalf of sales managers. Must have thorough knowledge of Delphi.fdc data entry, standards, function and booking/blocking of space, GRC, accounts, contacts, bookings, reports. Works proficiently and quickly with daily use of Delphi.fdc. Maintains account files, ensuring content such as contracts, contract addendums, post-convention reports and client correspondence is current, and arranged as specified in the SOP. Coordinates general office functions, such as inventory & stocking of supplies, Prepare documents, presentations, correspondence, contracts and addendums. Ensures that all business inquiry calls are given the highest priority, and meet the Omni Sales Intensity “Take No Messages” standard. Utilizes the Sales Inquiry Form and is able to qualify business inquires by telephone, gathering basic pre-screening information from the client and quickly develops rapport to create a positive “first impression”. Ensures information gathered is accurate, thorough and recorded neatly. Ensures messages are delivered to the appropriate person in a timely manner, including name and phone number of caller, date and time call received, as well as relevant information shared by caller. Assists sales managers with the logistics of pre-planning and implementation of site inspections, including but not limited to, ordering of specialty amenities, coordinating printing, purchasing gifts, room inspections and working with operational departments to ensure all aspects of the site inspection are “client ready”. Assists sales manager with logistics of pre-planning and post-trip follow up for sales trips and client events. Has a complete understanding of the phone system, office telephone procedures, and standards. Understands the advance deposit procedures and accounting standards related to groups Receives group and catering leads from multiple on-line channels and quickly is able to assess and assign to the appropriate manager. Is familiar with all resort services/features and local attractions/activities to respond accurately to any guest inquiry. Performs other duties as assigned by management. Complies with all uniform and grooming standards Is familiar with work schedules, reporting to work, paid time-off, vacation requests Complies with and understands cafeteria meal times and other breaks. Knows fire alarm and other emergency procedures such as: Fire prevention and safety regulations Procedures for guest or associate accidents Use of hazardous chemicals, The Right to Know Law (OSHA) Knows how to continuously improve guest service using the Omni Service Tradition program Understands how to meet or exceed service expectations using the Power of One philosophy Knows how to acknowledge exceptional guest service using the Omni Service Champions program. Has advanced knowledge of office equipment, photocopy machine and computers.

Requirements

Proficient computer skills are required; Delphi.fdc, Opera PMS system, Cvent, Microsoft Office, Excel, Word, etc.
Must have excellent written and oral communication skills in fluent written and spoken English
Previous reservation experience in both group and leisure segment
Must have proven customer service ability, including handling complaints
Experience in a sales environment is required
Hospitality experience required, preferably in an upscale resort setting
Four year college or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience required.

Responsibilities

Effectively prioritizes and manages a varied workload to meet deadlines of all managers.
Prepares and distributes correspondence relevant to group sales, including booking notices, letters, contracts, proposals, site inspection notifications, amenity cards, expense reports, and general administrative paperwork for assigned managers, while ensuring all correspondence is 100% accurate.
Ability to navigate and respond to a variety of unique on-line RFP tools (Cvent, FLIP and G-Leads, MeetingBroker, etc.) on behalf of sales managers.
Must have thorough knowledge of Delphi.fdc data entry, standards, function and booking/blocking of space, GRC, accounts, contacts, bookings, reports.
Works proficiently and quickly with daily use of Delphi.fdc.
Maintains account files, ensuring content such as contracts, contract addendums, post-convention reports and client correspondence is current, and arranged as specified in the SOP.
Coordinates general office functions, such as inventory & stocking of supplies, Prepare documents, presentations, correspondence, contracts and addendums.
Ensures that all business inquiry calls are given the highest priority, and meet the Omni Sales Intensity “Take No Messages” standard.
Utilizes the Sales Inquiry Form and is able to qualify business inquires by telephone, gathering basic pre-screening information from the client and quickly develops rapport to create a positive “first impression”.
Ensures information gathered is accurate, thorough and recorded neatly.
Ensures messages are delivered to the appropriate person in a timely manner, including name and phone number of caller, date and time call received, as well as relevant information shared by caller.
Assists sales managers with the logistics of pre-planning and implementation of site inspections, including but not limited to, ordering of specialty amenities, coordinating printing, purchasing gifts, room inspections and working with operational departments to ensure all aspects of the site inspection are “client ready”.
Assists sales manager with logistics of pre-planning and post-trip follow up for sales trips and client events.
Has a complete understanding of the phone system, office telephone procedures, and standards.
Understands the advance deposit procedures and accounting standards related to groups
Receives group and catering leads from multiple on-line channels and quickly is able to assess and assign to the appropriate manager.
Is familiar with all resort services/features and local attractions/activities to respond accurately to any guest inquiry.
Performs other duties as assigned by management.
Complies with all uniform and grooming standards
Is familiar with work schedules, reporting to work, paid time-off, vacation requests
Complies with and understands cafeteria meal times and other breaks.
Knows fire alarm and other emergency procedures such as: Fire prevention and safety regulations Procedures for guest or associate accidents Use of hazardous chemicals, The Right to Know Law (OSHA)
Knows how to continuously improve guest service using the Omni Service Tradition program
Understands how to meet or exceed service expectations using the Power of One philosophy
Knows how to acknowledge exceptional guest service using the Omni Service Champions program.
Has advanced knowledge of office equipment, photocopy machine and computers.