Advertising & Sales - Administrative Assistant

Omni Hotels & Spas•Austin, TX

About The Position

Omni Hotels & Resorts is seeking a Sales Administrative Assistant for Barton Creek Resort & Spa. The position provides administrative support to the Sales Department, including the Director of Sales and assigned Sales Managers, and helps maintain day-to-day operations and communication when they are absent.

Requirements

Previous experience as an administrative assistant is preferred.
Must communicate clearly and pleasantly in spoken and written English with guests, members, management, and co-workers, in person and by telephone.
Must be proficient in Microsoft Office.
Must demonstrate exceptional organizational skills.

Nice To Haves

Previous experience as an administrative assistant.
College degree.

Responsibilities

Monitor the lead inbox daily and assign and distribute incoming leads.
Answer incoming calls to the sales office, collect 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 preparing and distributing accurate correspondence, including letters, emails, and contracts.
Support the Group Sales contract turnover process by accurately entering information into FDC and ensuring it reflects the contract.
Coordinate site visits, including client transportation, reservations, and other requests from Sales Managers or clients.
Work with the Market Research Coordinator to monitor and audit the database of accounts, contacts, profiles, leads, and activities, maintaining database standards, quality, consistent use, and accurate reporting.
Communicate database issues, changes, questions, and updates to the Market Research Coordinator, and report users to be added or removed.
Train and support new employees on the database application and Omni Hotels & Resorts standards, and implement database features, standards, and procedures in coordination with sales, catering, and conference services users.
Run reports such as lead volume, GRC, and pipeline reports for the Director of Sales and team.
Input 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.