Sales Administrator

Best Western Premier, the Central Hotel•Harrisburg, PA

15d

About The Position

Job Summary: The Sales Administrator is responsible for supporting the Sales team with every day functions. This individual will work with the Director of Sales and Marketing, Sales Managers and Event Services Manager to assist in creating a successful and profitable Sales department. They will work quickly and efficiently to answer all incoming phone calls, e-mail correspondence, and assist guests with all inquiries, both via telephone and in person. They will communicate with group contacts as needed, enter group reservations and contracts into the hotels PMS system, create and distribute reports and materials as needed and assist with all in-house group signage daily. Additionally, this individual will complete all other duties as assigned to them by the Director of Sales and Marketing and General Manager.

Requirements

High school diploma or equivalent.
Experience with Opera Cloud & Delphi
Minimum of two years’ experience in related professional positions. Experience in a hotel environment preferred.
Ability to read and understand sales budgets and reports
Ability to communication effectively with management team, guests and staff
Ability to work a flexible schedule, including some evenings and perhaps an occasional weekend

Responsibilities

Enters Group Block Events into Opera Cloud, and Delphi/ Sales Force
Creates Group Blocks using Agreements from Sales Managers
Verifies house availability to maximize occupancy and reduce oversell
Makes changes and updates, as necessary
Completes Group Change Sheet
Using PMS software, enters rooming lists, updates, revisions, and any other changes using daily Group Change Sheet
Once complete, e-mails completed Group Change sheet to Event Services Manager and Front Desk Manager
Follows up with Groups/Events after completion of event
E-mails Opera folios to group contacts after payment has been made
Any other correspondence request by group contact
Send surveys/ enter updates in Delphi
Updates Group Pick-up Counts in Sales System
Verifies accuracy of pick-up numbers in Night Audit Report
Updates daily group pick-ups in Delphi using Groups in House Report sent in e-mail from Director of Sales
Updates pick-up in Delphi on a daily basis using room pick-up report from Opera, ensuring all room types are accurate and shoulder dates are added if necessary.
Creates Banquet Bills
Creates/Updates Banquet Bills for the following day using BEO binder from Event Services Manager
Saves Banquet Bills in Sales Shared Drive and Front Desk Drive
Updates Banquet Bills with any changes, if necessary
Create posting master's for all Group and Catering Function Events and add the payment information.
After final payment has been completed send receipts to clients
Maintains Sales Office Organization, Orders and Supplies
Filing consumed/cancelled event file folders
Creates marketing folders for Sales Managers and Event Coordinators
Maintains monthly inventory of office supplies
Orders office supplies as necessary
Keeps supply closet orderly