Sales Administrative Assistant

DOLPHIN HOTEL MANAGEMENT•Rancho Mirage, CA

7d•$22 - $25•Onsite

About The Position

The Sales Administrative Assistant provides administrative and operational support to the Sales & Marketing team at The Westin Rancho Mirage Golf Resort & Spa. The role helps drive revenue generation and exceptional client service by coordinating sales activities, preparing contracts and proposals, managing correspondence, maintaining accurate records, and supporting daily departmental operations. The ideal candidate is organized, detail-oriented, service-focused, professional, and able to maintain confidentiality in a fast-paced hospitality environment. The position supports sales leaders and managers, coordinates client visits and appointments, prepares departmental reports and documentation, and works with other hotel departments to support group and event business. It also assists with administrative tasks such as invoice processing, purchase requisitions, expense tracking, and budget administration as assigned. The role is based at the Westin Rancho Mirage Golf Resort and Spa in Rancho Mirage, California.

Requirements

High school diploma or equivalent required.
At least one year of administrative, sales support, hotel, or customer service experience preferred.
Strong organizational, time management, and multitasking skills.
Excellent verbal and written communication skills.
High attention to detail and commitment to accuracy.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Ability to work independently while contributing effectively within a team environment.
Professional appearance and demeanor, with a customer service orientation.
Ability to sit, stand, and walk for extended periods throughout the workday.
Ability to lift and carry up to 20 pounds occasionally.
Frequent use of computers, phones, and other office equipment.
Ability to work a flexible schedule based on business demands, including occasional evenings, weekends, and holidays as needed.

Nice To Haves

Associate's degree in Business, Hospitality, Marketing, or a related field preferred.
Hospitality industry experience strongly preferred.
Experience with Delphi, CI/TY, Marriott systems, or other hotel sales software preferred.

Responsibilities

Provide administrative support to the Corporate Director of Sales & Marketing, Assistant Director of Sales, and Sales & Marketing leaders.
Prepare, distribute, and maintain sales contracts, proposals, banquet event orders, and related sales documentation.
Use Delphi, CI/TY, Marriott systems, and other sales platforms to enter, update, and maintain client and account information.
Coordinate client site visits, property tours, and sales appointments.
Respond to inquiries and direct communications to appropriate sales team members.
Maintain organized electronic and physical filing systems for contracts, correspondence, and client records.
Generate sales, pace, and production reports and other departmental tracking documents.
Assist with RFP responses, proposal preparation, and customer presentations.
Support sales managers with lead management, account research, and follow-up activities.
Coordinate shipments, promotional materials, gifts, and collateral for clients and trade shows.
Assist with invoice processing, purchase requisitions, expense tracking, and budget administration as assigned.
Ensure sales agreements and supporting documentation are accurate and complete.
Maintain confidentiality of client, revenue, and business information.
Collaborate with Catering, Convention Services, Revenue Management, Front Office, and other operational departments to support group and event business.
Ensure compliance with Marriott brand standards, company policies, and departmental procedures.
Perform other duties as assigned to support Sales & Marketing operations.