Sales Administrator / Hilton Tampa Airport Westshore

Remington Hospitality•Tampa, FL

11d

About The Position

Responsibilities: Provide administrative and operational support to the Sales & Catering team, including correspondence, reports, file turnovers, and reservation assistance Answer phones, manage messages, and respond to inquiries promptly, clearly, and courteously Apply good judgment in routing and responding to internal and external requests Maintain guest profiles, contact records, and all relevant Sales & Catering documentation Assist with preparing contracts, proposals, and addendums; track completion statuses and keep files updated Serve as the point of contact for clients in the absence of Sales & Catering Managers; take booking inquiries and accurately enter details into the sales system Take booking inquiry information via phone, prepare proper paperwork and input in the Sales System Handle and coordinate VIP guest and client reservations, upgrades, and amenities Ensure that all arrangements, including upgrades and amenities, are handled properly. Collaborate with all hotel departments using clear verbal and written communication Block group and meeting space according to specifications, ensuring all information is complete and accurately entered into the sales and reservations system Communicate effectively with hotel departments to ensure timely handling of all requests Order office supplies and maintain collateral inventory for the Sales & Catering Department and Executive Offices Complete special projects and assignments as needed Assist with preparing Banquet Event Orders (BEOs) and distribute internally as required Support the Front Office, General Manager, and Sales team with corporate reservations when needed Assist with assembling Resumes and BEO packets for staff meetings Prepare and submit purchase orders through iBuy Submit Meeting Planner Hilton Honor Points. Send out MPSI Surveys to the team. Assist with or lead the coordination of internal sales events Record and distribute sales meeting minutes Serve as the hotel’s Social Media Champion by creating and scheduling posts Manage the Hilton Fast Track Commissions process Qualifications Skills/Knowledge Required: Self-motivated, proactive, and committed to delivering exceptional customer service and interpersonal skills. Demonstrates patience, tact, professionalism, and diplomacy when communicating with internal and external customers Strong verbal and written communication skills; able to convey information with clarity and confidence Exceptional attention to detail with strong organizational, analytical, and time-management abilities Able to prioritize and manage multiple tasks in a fast-paced environment Exercises sound judgment, evaluates situations effectively, and applies creative problem-solving Technologically proficient; working knowledge of Microsoft Office 365, Delphi FDC, and PEP preferred Meets deadlines, works with a sense of urgency, and adapts well to change Maintains a professional, positive attitude at all times Education: High School Diploma required Bachelor’s Degree preferred Experience: 1–2 years of administrative support experience required Hotel front desk or hospitality operations experience strongly preferred Travel required as required. Hours required: Forty hours per week over a five-day schedule; days and hours may vary based on business needs

Requirements

Self-motivated, proactive, and committed to delivering exceptional customer service and interpersonal skills.
Demonstrates patience, tact, professionalism, and diplomacy when communicating with internal and external customers
Strong verbal and written communication skills; able to convey information with clarity and confidence
Exceptional attention to detail with strong organizational, analytical, and time-management abilities
Able to prioritize and manage multiple tasks in a fast-paced environment
Exercises sound judgment, evaluates situations effectively, and applies creative problem-solving
Technologically proficient; working knowledge of Microsoft Office 365, Delphi FDC, and PEP preferred
Meets deadlines, works with a sense of urgency, and adapts well to change
Maintains a professional, positive attitude at all times
High School Diploma required
1–2 years of administrative support experience required

Nice To Haves

Bachelor’s Degree preferred
Hotel front desk or hospitality operations experience strongly preferred

Responsibilities

Provide administrative and operational support to the Sales & Catering team, including correspondence, reports, file turnovers, and reservation assistance
Answer phones, manage messages, and respond to inquiries promptly, clearly, and courteously
Apply good judgment in routing and responding to internal and external requests
Maintain guest profiles, contact records, and all relevant Sales & Catering documentation
Assist with preparing contracts, proposals, and addendums; track completion statuses and keep files updated
Serve as the point of contact for clients in the absence of Sales & Catering Managers; take booking inquiries and accurately enter details into the sales system
Take booking inquiry information via phone, prepare proper paperwork and input in the Sales System
Handle and coordinate VIP guest and client reservations, upgrades, and amenities
Ensure that all arrangements, including upgrades and amenities, are handled properly.
Collaborate with all hotel departments using clear verbal and written communication
Block group and meeting space according to specifications, ensuring all information is complete and accurately entered into the sales and reservations system
Communicate effectively with hotel departments to ensure timely handling of all requests
Order office supplies and maintain collateral inventory for the Sales & Catering Department and Executive Offices
Complete special projects and assignments as needed
Assist with preparing Banquet Event Orders (BEOs) and distribute internally as required
Support the Front Office, General Manager, and Sales team with corporate reservations when needed
Assist with assembling Resumes and BEO packets for staff meetings
Prepare and submit purchase orders through iBuy
Submit Meeting Planner Hilton Honor Points.
Send out MPSI Surveys to the team.
Assist with or lead the coordination of internal sales events
Record and distribute sales meeting minutes
Serve as the hotel’s Social Media Champion by creating and scheduling posts
Manage the Hilton Fast Track Commissions process