Advertising & Sales - Administrative Assistant

Omni Hotels & Resorts•Austin, TX

About The Position

The Sales Administrative Assistant provides administrative support to the Sales Department, supporting the Director of Sales and assigned Sales Managers with day-to-day operations and ensuring communication in their absence. The role includes managing incoming leads and inquiries, assisting with sales correspondence and contract processing, coordinating site visits, maintaining and supporting the sales database, preparing reports, and handling department administrative tasks.

Requirements

Must communicate clearly and pleasantly in spoken and written English with guests, members, management, and coworkers, in person and by telephone.
Must be proficient in Microsoft Office.
Must demonstrate exceptional organizational skills.

Nice To Haves

Previous administrative assistant experience is preferred.
A college degree is preferred.

Responsibilities

Monitor the lead inbox daily and assign and distribute incoming leads.
Answer incoming calls to the sales office, gather detailed inquiry information, determine client needs and specifications, and refer inquiries to the appropriate Sales Manager.
Ensure Sales Managers receive messages promptly.
Assist Sales Managers with overflow work by typing and distributing accurate correspondence, including letters, emails, and contracts.
Support group sales contract turnover by confirming information is correctly entered into FDC and reflects the contract.
Arrange site visits by coordinating client transportation, making reservations, and handling other requests from Sales Managers or clients.
Work with the Market Research Coordinator to monitor and audit account, contact, profile, lead, and activity database records for compliance with standards and data quality.
Communicate database issues, changes, questions, and updates to the Market Research Coordinator, and report users to add or remove.
Train and support new employees in the database application and Omni standards, implement new database features, standards, and procedures, and work with Sales, Catering, and Conference Services users.
Run reports such as lead volume, GRC, and pipeline reports for the Director of Sales and team.
Enter amenities for VIP clients and process related paperwork, including amenity cards.
Create purchase orders and assist with the commission payment process.
Coordinate Select Planner fulfillment requests.
Maintain the department’s office-supply inventory.
Complete other duties as assigned by management.