Sales Assistant (TEMP)

Mauna Kea Resorts•Waimea, HI

5d•Hybrid

About The Position

This role provides clerical and administrative support to the sales director and managers. Responsibilities include preparing and distributing sales correspondence, handling customer communications, coordinating promotional materials, and performing reconciliation reporting. The position also involves assisting with proposals, contracts, and managing databases. The role requires proficiency in Microsoft Office and the ability to learn specific sales systems. Additionally, the assistant may conduct site tours and assist with office operations.

Requirements

Three or more years in work related experience
Must be pleasant, smiling and friendly.
Must have a positive attitude.
Proficient in the use of a computer and with the resort’s word, excel and other required software.
Ability to use the telephone.
Ability to use various office equipment including but not limited to calculators, photocopiers and scanners.
Ability to prioritize and organize workload to ensure deadlines are met.
Able to manage stressful and challenging situations.
Must be able to sit at a desk to perform administrative duties during most of shift.
Must be able to provide tours, meet clients/guests, other department personnel in the resort.
Must have the ability to communicate verbally and in writing to employees, department managers and guests/clients.
Ability to communicate by computer email and phone conversations.

Nice To Haves

Knowledge in Microsoft Office (including Excel, Word and Outlook)
May drive electric cart to shuttle clients or media personnel within the resort.

Responsibilities

Provide clerical and administrative support to the sales director and managers.
Prepare and distribute all leisure sales correspondence.
Answer the phone and communicate with customers, arranging sites and appointments, while relaying internal and external messages to the appropriate manager.
Coordinate preparation and distribution of promotional materials, sales collateral and customer gifts.
Weekly and monthly reconciliation reporting and other miscellaneous reporting from Marriot and Prince Hotels.
Prepare and assist in the coordination of all leisure proposals and contracts as directed by manager.
Registering PO’s, Invoices within the Birchstreet accounting system.
Processing room reservation and amenity requests.
Assisting leisure sales and revenue management with rate and availability requests.
Maintain the Plumeria awards database, which includes Travel Agent loyalty program list and files used for external correspondence, emails, and contracts.
Attend daily, weekly and monthly staff meetings and taking minutes (when necessary).
Complete requested reports and projects within specified time frame from the leisure team, Marriott or Prince Hotels.
Knowledge and training in the CI-TY sales system (as a group admin. backup).
Reviewing group contracts and being able to turn them definite in the CI-TY sales system.
Finalizing and calculations of the MKR SIP incentive program (under guidance of Director of Financial Analysis).
Perform other related duties as assigned or required.
Coordinate with other administrative staff members with ordering and distribution of office supplies.
Conduct site tours of MKR with potential clients should the leisure team be unavailable.
Keep desk and office clean and efficient.