Sales Administrative Assistant

Omni Hotels & Spas•Atlanta, GA

About The Position

The Sales Administrative Assistant handles the administrative duties required by the Sales and Marketing Divisions to provide superior service to guests. The role supports managers by coordinating schedules and correspondence, maintaining account files and systems, assisting with contracts and transaction records, processing commissions and VIP amenities, and providing department coverage and meeting support.

Requirements

Ability to communicate clearly and pleasantly in spoken and written English with guests, members, management, and coworkers, in person and by telephone.
Proficiency in Microsoft Office.
Exceptional organizational skills.

Nice To Haves

Previous hotel sales administrative experience.
College degree.

Responsibilities

Schedule and prioritize workload to meet managers’ deadlines.
Type and distribute correspondence, including letters, emails, proposals, and contracts, ensuring accuracy.
Maintain and update FDC.
Maintain account files and ensure required documentation is included, such as budgets, contract checklists, executive approval forms, booking recaps, file turnover checklists, and cancellation checklists.
Answer calls to the Sales office by the third ring and take no message for incoming leads.
Collect the caller’s name, phone number, group or company name, caller number, date and time of the call, and email address before transferring calls to managers or the Director.
Enter work orders in Synergy as directed by managers.
Assist managers as needed.
Maintain the daily transaction log and review it monthly.
Gather materials and mail packages to clients as necessary.
Prepare and review contracts and enter them into FDC.
Enter final room pickup from FDC.
Order office supplies and enter budget adjustments in Birchstreet.
Process commission reports.
Input amenities into GoCon for VIP clients and process related paperwork, including amenity cards and Room Service receipt signatures.
Process outgoing mail.
Take minutes at committee and assistant meetings as directed.
Participate in the department coverage schedule rotation.
Attend monthly department meetings and other company-required training.
Complete other duties as assigned by management.