Sales Administrative Assistant

HEI Hotels and Resorts•Annapolis, MD

28d

About The Position

The Sales Administrative Assistant supports the Sales Team with administrative functions needed for effective hotel sales and management at The Westin Annapolis. The role includes handling booking inquiries and paperwork, preparing documents and correspondence, answering and directing telephone inquiries, maintaining department records, and coordinating individual reservations and arrangements for VIP clients. The assistant may serve as a liaison between clients and Sales Managers when a manager is absent and distributes time-sensitive documents throughout the hotel. The position requires regular attendance and may include other job-related duties as assigned.

Requirements

Basic administrative knowledge, including business letters, formats, and telephone etiquette.
Ability to deal effectively with internal and external customers, including those requiring patience, tact, and diplomacy.
Ability to access and accurately enter information using Microsoft Office Suite.
Ability to follow written and verbal instructions.
Ability to stand and/or sit and continuously perform essential job functions for the duration of a shift, with or without reasonable accommodation.
Ability to set up and maintain filing systems.
Effective verbal and written communication skills.
Ability to adapt communication style to different audiences, including supervisors, coworkers, and the public.

Nice To Haves

Hotel experience preferred.

Responsibilities

Act as liaison between Sales Managers and clients when a Sales Manager is absent.
Take booking inquiry information by phone and prepare the appropriate paperwork.
Use word-processing and other software to enter data and produce contracts, correspondence, forms, memoranda, and other documents.
Answer telephone calls and respond to caller inquiries clearly and pleasantly.
Use judgment to direct callers’ requests.
Accurately record messages for staff and distribute them promptly.
Distribute documents to appropriate people and locations to support timely processing by hotel and supplier staff.
Transport documents weighing up to 10 pounds throughout the hotel, including to offices and mailrooms.
Retrieve documents from and place documents into receptacles located up to 6 feet high, including mailboxes and file cabinets.
Handle individual reservations for VIP clients.
Coordinate with other departments to ensure arrangements, including upgrades, are handled properly.
Organize, file, and retrieve documents in appropriate binders to maintain essential department records.
Comply with attendance rules and be available to work regularly.
Perform other job-related duties as assigned.