Sales Administrative Assistant

Trapp Family Lodge•Stowe, VT

2h•$0 - $25

About The Position

The Sales Administrator is responsible for overseeing the planning, coordination, communication, and successful execution of group events, meetings, and related resort functions while serving as the primary point of contact for clients throughout their stay. This position develops strong working relationships with meeting planners and group organizers by managing all aspects of their experience, including lodging requirements, billing arrangements, food and beverage functions, meeting room setups, event timelines, and special requests. The Sales Administrator ensures that all group specifications and expectations are communicated accurately and efficiently across departments through detailed Banquet Event Orders (BEOs), group specification sheets, contracts, and internal meetings. By maintaining a warm, professional, and hospitable presence, this role helps create memorable guest experiences while ensuring operational excellence and seamless event execution from arrival through departure. In addition to event coordination responsibilities, the Sales Administrator plays an active role in driving revenue growth and supporting the resort’s sales and marketing initiatives. Working closely with the Director of Sales & Marketing, this individual assists in generating new business opportunities for corporate, association, incentive, SMERF, nonprofit, and group travel markets while maintaining and strengthening long-term client relationships. The position is responsible for identifying client needs, upselling food and beverage offerings, monitoring group pick-up and sales activity through Opera and related systems, and supporting strategic sales planning efforts designed to achieve lodging, site fee, and food and beverage revenue goals. The Sales Administrator also contributes to lead development, follow-up communications, reporting and auditing functions, and the implementation of quarterly sales action plans and strategies aimed at maximizing occupancy and profitability for the resort.

Requirements

Highly organized
Detail-oriented
Strong interpersonal skills
Strong communication skills (written and verbal)
Problem-solving skills
Ability to manage multiple projects simultaneously
Exceptional accuracy
Professionalism
Responsiveness under pressure
Excellent customer service abilities
Ability to collaborate effectively with internal departments, clients, and leadership teams
Proficiency in administrative and sales systems such as Opera
Flexibility to work evenings, weekends, and special events as needed
Commitment to maintaining the highest standards of service, teamwork, and guest satisfaction

Nice To Haves

Experience in hospitality
Experience in event coordination
Experience in catering
Experience in hotel sales

Responsibilities

Oversee the planning, coordination, communication, and execution of group events, meetings, and resort functions.
Serve as the primary point of contact for clients throughout their stay.
Develop strong working relationships with meeting planners and group organizers.
Manage all aspects of client experience including lodging, billing, food and beverage, meeting setups, timelines, and special requests.
Ensure accurate and efficient communication of group specifications across departments via BEOs, contracts, and internal meetings.
Drive revenue growth and support sales and marketing initiatives.
Assist in generating new business opportunities for various travel markets.
Maintain and strengthen long-term client relationships.
Identify client needs and upsell food and beverage offerings.
Monitor group pick-up and sales activity through Opera and related systems.
Support strategic sales planning efforts to achieve revenue goals.
Contribute to lead development, follow-up communications, reporting, and auditing.
Implement quarterly sales action plans and strategies.