Sales Administrative Assistant-FT

Omni Hotels & Resorts•Carlsbad, CA

About The Position

This critical role has two key components. The first responsibility is to manage all sales data, controls, leads, and reports by following all procedures to ensure compliance from sales managers when working with all systems, including Delphi.fdc, third-party integrated and non-integrated lead providers, and other internal platforms. The second responsibility is to accurately complete a variety of administrative duties requested by colleagues within the Sales and Marketing Divisions in order to provide timely and professional service to our guests.

Requirements

Good verbal/written communication skills
Maintain a professional business appearance, attitude, and performance
Must be able to work a variety of shifts, including weekends and holidays
Ability to effectively use Microsoft Word, Publisher, Outlook, and Excel is required
Must have good organizational skills, attention to detail and be able to multi-task
Good verbal/written communication skills
Previous hospitality or administrative experience is required
Environment & Position Analysis
Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance. Stand, walk or sit for an extended period or for an entire work shift. Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.
Tools & Equipment
Desktop computer (Opera, Delphi.fdc, Salesforce, Meeting Broker, Oracle, Birchstreet, Kronos and Microsoft Office), printer, telephone, copier, fax machine and scanner.

Nice To Haves

Previous knowledge of Delphi, Opera and Synergy is preferred
Previous experience working in an upscale hotel is preferred
Experience in a sales environment is strongly preferred
Bachelor’s degree is preferred

Responsibilities

Maintain the Group Rooms Control Log (GRC) and FDC database
Daily logging and distribution of all incoming leads
Generate the Weekly and End of Month Sales Reports
Prepare and distribute monthly production forecast
Enter pick-up on a daily or weekly basis
Research, distribute, and log all leads from Global Sales Offices, telephone and other sources
Give group histories to other hotels, and obtain them on behalf of the hotel as needed
Must have or be able to rapidly develop full knowledge of the Omni Sales Administration Manual and ensure that all standards and procedures are followed
Aid the Director of Sales and Marketing and Director of Sales in monitoring the KRA benchmarks
Responsible to maintain monthly recap with reservations to insure GRC blocks are the same as Reservation blocks
Expert with Salesforce Report Builder and Excel
Assist in 90-day forecasting process
Attend Weekly Support Staff Meetings & monthly MRC calls
Schedules and prioritizes work load to meet deadlines of all managers
Types and distributes all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate
Maintains account files and ensures that all information is included in file, i.e. post-convention reports, letters, fax information, etc
Professionally answers calls to the sales office and accurately takes messages, as applicable
Ensures that all managers receive messages in a timely manner
Enters group information (sites, resumes) into computer database
Assists in generating proposals with information accurate and specific to each client
Assists with site inspections
G-Leads Property Champion: Participates in bi-monthly call. Champions the ongoing promotion of the program focusing on training new and existing associates. Ensures all reporting is fulfilled on a monthly basis.
Creates and updates documents and spreadsheets for GM and DOSM, as needed.
Gathers materials and mails packages to clients as necessary
Takes detailed inquiry leads and submits to appropriate manager
Inputs amenities into computer for VIP clients and processes paperwork (amenity card, receipt signature from Room Service.)
Takes minutes at meetings as directed
Maintains cleanliness of office and showrooms while in pre-opening phases
Arranges for outside catering for office site inspections as needed
Orders office supplies and maintains functionality of office equipment
Other duties as assigned