Sales Administrator (Embassy Suites Brier Creek, Raleigh, NC)

WINWOOD HOSPITALITY GROUP•Raleigh, NC

2d•Onsite

About The Position

The Sales Administrator plays a vital role in supporting the Sales & Marketing team at Embassy Suites and Hampton Inn & Suites RDU | Brier Creek by providing administrative, operational, and customer service support that contributes to achieving the hotel’s revenue goals. This position assists with group sales, corporate accounts, catering coordination, client communications, reporting, and sales systems while ensuring exceptional hospitality and adherence to Hilton and Winwood brand standards. The Sales Administrator serves as the primary administrative resource for the Sales Department and works closely with the Front Office, Catering, Food & Beverage, Revenue Management, Housekeeping, and Accounting to ensure an outstanding experience for guests and clients.

Requirements

High School Diploma or GED required.
Minimum one year of hotel administrative, hospitality, or sales support experience preferred.
Excellent written and verbal communication skills.
Strong organizational and multitasking abilities.
Exceptional attention to detail.
Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
Ability to maintain confidentiality and professionalism.
Strong customer service and interpersonal skills.
Ability to work independently while supporting multiple Sales Managers.
Ability to prioritize deadlines in a fast-paced environment.

Nice To Haves

Previous experience in a Hilton property or branded hotel environment is highly desirable.
Experience with Delphi.fdc, PEP, and Hilton sales systems preferred.

Responsibilities

Provide comprehensive administrative support to the Director of Sales & Marketing and Sales Managers.
Prepare proposals, contracts, group resumes, and correspondence for prospective and existing clients.
Maintain organized electronic and paper filing systems in accordance with Hilton policies.
Schedule appointments, client site visits, and internal meetings.
Answer departmental telephone calls and respond promptly to guest and client inquiries.
Manage incoming group inquiries and distribute leads appropriately.
Enter and maintain accurate account, contact, and booking information in Hilton sales systems.
Prepare contracts, rooming list documentation, and event-related paperwork.
Monitor contract status, deposit due dates, cutoff dates, and important client milestones.
Coordinate site inspections, familiarization tours, and client hospitality arrangements.
Assist with group arrivals by communicating details with Operations and Front Office teams.
Maintain accurate records within Hilton systems, including Delphi.fdc, PEP Property Management System, and Hilton systems for lead management and reporting.
Generate weekly production reports, sales activity reports, pace reports, and monthly departmental statistics.
Maintain account production information and sales databases.
Assist with preparation of annual business plans and monthly forecasting information.
Serve as a liaison between clients and hotel departments.
Coordinate guest requests with Front Office, Housekeeping, Food & Beverage, Engineering, and Accounting.
Ensure all group requirements are communicated accurately and timely.
Provide prompt follow-up on client requests before, during, and after events.
Assist with email campaigns, promotional materials, and social media initiatives.
Coordinate collateral inventory and hotel promotional items.
Support community events, chamber functions, trade shows, and networking opportunities.
Help maintain digital and printed sales materials consistent with Hilton brand standards.
Maintain compliance with Embassy Suites and Hilton brand standards.
Protect confidential guest and company information.
Support Hilton’s culture of hospitality, integrity, teamwork, ownership, and excellence.
Participate in required Hilton training programs and departmental meetings.