Sales and Catering Administrative Assistant

Omni Hotels & Resorts•Boston, MA

4d•$31 - $31•Onsite

About The Position

This vital role will work closely with the Director of Sales and Marketing and Sales team to ensure successful execution of all operations relating to the department, resulting in high levels of guest satisfaction. This position handles all administrative duties required by the Sales and Marketing Divisions in order to provide superior services to our guests. Rate per hour starts at $30.83 and increases to $31.33 after 90 days.

Requirements

Ideal candidate should have prior experience in a hotel administrative role, but not required
Ability to effectively use Microsoft Word, Outlook, and Excel is required
Must have good organizational skills, attention to detail, and be able to multi-task. Time Management is important
Knowledge of four-diamond / four-star customer service standards
Willingness to learn and build upon existing administrative, sales, and customer service skills
Excellent and professional communication skills
Highly detailed, and able to maintain excellent organizational skills – while working in a fast pace environment.
Ability to multi-task while working on multiple future groups

Nice To Haves

Previous experience in a Luxury Hotel Customer Service / Reservations (strongly preferred)
Experience with Delphi, Opera ORS, and Opera PMS, Cvent, Birchstreet, Social Tables (strongly preferred)
Proficient computer skills on Microsoft Office, Excel, and Word

Responsibilities

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.
Check own mailbox in the morning and afternoon.
Maintains account files and ensures that all information is included in file, i.e. post convention reports, letters, fax information, etc.
Respond to telephone inquiries by determining clients’ needs and specifications for referral to both Group & Catering Sales Manager.
Ensures that all managers receive messages in a timely manner. (Messages to include name and phone, group or company name, number of caller, date and time call received).
Enters group information (sites, resumes) into Outlook for managers
Enters work orders in Synergy as directed by managers.
Gathers materials and mails packages to clients as necessary.
Takes detailed inquiry leads and submits to appropriate manager.
Inputs amenities into Opera for VIP clients and processes paperwork (amenity card, receipt signature from Room Service) when requested.
Covers for colleagues during lunch.
Participates in Sales Meeting Regularly
Responsible to prepare and distribute BEOs, Daily Reports, Reader Boards, Door Signs, Guarantee Sheets and 12-day Reports in a proactive manner
Update Sales Binder and ensure BEOs and Events are cross referenced
Perform any other duties as required by leadership.