Sales - Administrative Assistant

Ojai Valley Inn & Spa•Ojai, CA

11d

About The Position

The Sales Administrative Assistant is the initial point of contact for all incoming calls & inquiries, responsible for routing calls to managers or assisting clients as needed. Provide administrative support to Sales Directors and assist clients as needed in the absence of a manager. Responsible for day-to-day running of the office as it directly relates to administrative support for the Sales and Marketing department. They are responsible for the smooth functioning of an office environment which is the central location for sales meetings, planning and resort operations. This position requires a polished, composed, and self assured individual who can respond appropriately in assisting guests, managers and executives from all departments. Attentive, warm personality with the ability to manage multiple calendars and schedules with ever-shifting priorities. Must be able to remain assertive yet genuinely hospitable, utilizing high level communication skills to take charge of business needs and accomplish our goal of total guest satisfaction. Provides clerical and administrative support for each office including typing, computer input, filing, tracing, answering telephones, maintaining files/reports, sorting and distribution of incoming and outgoing mail. STANDARD SPECIFICATIONS: Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees or guests.

Requirements

1-2 years prior experience in administrative based job; hospitality/catering/conference services a plus.
Ability to prioritize and organize work assignments.
Must be familiar and proficient with property and computer systems and be fully aware of meeting overall policies.
Verbal and writing skills, computer literate, attention to detail.
Proficient in Microsoft Office and G Suite.
Must stay current on clientele and event expectations and requirements, and must provide input which helps the products of the property meet and exceed expectations.
Must commit to working to meet client and staff needs. The ability to work evenings and weekends, as business requires.
Ability to work without constant, direct supervision, keep self-motivated.
Ability to organize and prioritize job duties and functions
Ability to remain calm and courteous in demanding and difficult guest interaction. Able to analyze and resolve problems, exercising good judgment and consistent with high ethical standards and integrity.
Ability to record and present expense accounts for reimbursement in an accurate fashion.
Ability to communicate effectively to supervisor as to what necessary tools are needed to be in place to effectively assist in the sales and marketing departments.

Responsibilities

Achieve performance objectives as outlined within the department.
Answer all phone calls promptly with a professional, polite, upbeat and helpful demeanor.
Ensure that all outgoing correspondence is accurate and presentable and represents OVI style and image standards.
Maintain the physical appearance of the general office areas and personal work area in an organized and clean manner.
Ensure that the par stock materials are kept up to date, including office supplies, brochures, competitive files, activity files, kitchen supplies.
Assist clients when sales managers are unavailable; answer questions or take messages as needed.
Keep memo and policy books current.
Take notes at Sales meeting and post within three days of meeting
Assist with group contracts as needed
Assist with special projects as requested by Sales and Marketing Managers.
Turn contracts definite, disseminate information, and ensure follow up traces are met in conjunction with the Sales Coordinator.
Qualify leads as they come in via phone, email or walk-in; send sales information as needed and route the inquiry to the appropriate Sales Director via email or phone in the absence of Sales Managers.
Work with Sales Leadership on the sale/catering monthly recap to management.
Proof read all outgoing correspondence prior to submission for signature, including contracts, faxes and fax cover sheets, mailings and e-mailed correspondence.
Process all mass and special mailings generated by the sales office or for related sales purposes.
Maintain all sales files in accordance with established procedures and standards.
Maintain a friendly, caring and helpful attitude with clients, as well as other hotel personnel.
Keep informed as to the daily resort activities and functions.
Participate in scheduled meetings as requested. Record minutes and review discrepancies in bookings or function space.
Prepare sales packets for potential clients.
Manage client amenity requests for Sales Directors
Manage site inspections and VIP visits. Create and send out site profiles to hotel team, inspect guest rooms & function space to make sure they are set up correctly prior to visit with sales manager.
Running weekly and monthly reports in Sales programs
Managing sales database.
Assist in travel arrangements when necessary: i.e. contact clients to set up calls, booking flights and hotels, prepare shipments for events and shows.
Qualify and book any groups of 10 room nights or less when the appropriate Sales Director has given permission to handle.
Communicate with Central reservations on any promotions or events that occur in the resort so that they are informed for the reservation process.