Sales/Conference Services Administrative Assistant

Hotel Monteleone•New Orleans, LA

15h•Onsite

About The Position

Essential Functions To perform the Sales/Conference Services Assistant position successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential Duties and Responsibilities The essential duties and responsibilities of the Sales/Conference Services Assistant position are as follow: Answer the sales telephone lines in a prompt and professional manner: Direct calls as appropriate. Respond to telephone inquiries by determining client's needs and specifications for referral to the appropriate Sales or Conference Services Managers. Follow-up with guests concerns and questions in a timely manner Serve as an information resource for conference guests as needed Assist when needed with sales proposals, contracts and turnovers. File notes in Salesforce (SForce) Respect the confidentiality of communications between customers and Conference Services Manager and Sales Managers Ensure all filing systems are maintained accordingly. Creation including contracts, turnovers, original RFP, and miscellaneous suppporting documents Maintain inventory of office supplies and sales office kitchen supplies. Assign and maintain a listing of all posting masters for convention groups. Assist when needed with meeting room floorplans using the Amadeus Diagraming Program. Distribute critical information to the appropriate departments as required on a daily and weekly basis: Weekly Convention Report Daily Convention Report Batch Merge Document of the week’s upcoming Banquet Event Order Distribution Weekly Work Schedule Input amenities as requested for the various groups into the amenity log and provide gift cards as required. Build report shells and gather data from the appropriate managers before distributing information for the following reports: Weekly Operations Report Conference Services 30, 60 and 90 Day Forecast Conference Services Assignment Sheets for future bookings Sales site inspection report Completing special projects as assigned by Director of Sales/Director of Catering and Conference Services/Conference Services Managers Book and communicate arrangements for in-house meetings to include, Benefits Meeting and Orientation Meetings as well as other one off meetings as required. Create box lunch labels as well as vouchers as required for parking, breakfast, and drinks etc… Create Sign boards, direction signs menu cards, place cards and escort cards as required. Merges and amends word documents, contract, addendums, pro forma invoices and correspondence as required. Other duties as assigned Competency To perform the Sales/Conference Services Administrative position successfully, an individual should demonstrate the following competencies: Interpersonal - Focus on solving conflict, not blaming; maintain confidentiality; listen to others without interrupting; keep emotions under control; remain open to others' ideas and try new things Oral Communication - Speak clearly and persuasively in positive or negative situations; listen and get clarification; respond well to questions; participate in meetings Team Work - Balance team and individual responsibilities; exhibit objectivity and openness to others' views; give and welcome feedback; contribute to building a positive team spirit; put success of team above own interests; support team’s efforts to succeed Written Communication - Ability to read and interpret written information Diversity - Show respect and sensitivity for cultural differences Ethics - Treat people with respect; keep commitments; inspire the trust of others; work with integrity and ethically; uphold hotel’s organizational values Organizational Support - Follow policies and procedures; complete administrative tasks correctly and on time; support hotel’s goals and values; respect diversity Adaptability - Adapt to changes in the work environment; manage competing demands; change approach or method to best fit the situation; able to deal with frequent changes, delays or unexpected events Attendance and Punctuality - Consistently arrives at work and on time; ensure work responsibilities are covered when absent; arrive at meetings and appointments on time Dependability - Follow instructions, respond to management direction; take responsibility for own actions; keep commitments; commit to long hours of work when necessary to reach goals; complete tasks on time or notify appropriate person with an alternate plan Judgment - Display willingness to make decisions; exhibit sound and accurate judgment; support and explain reasoning for decisions; include appropriate people in decision-making process; make timely decisions Planning and Organizing - Use time efficiently Professionalism - Approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; accept responsibility for own actions; follow through on commitments Quality - Demonstrate accuracy and thoroughness; look for ways to improve and promote quality; apply feedback to improve performance; monitor own work to ensure quality Quantity - Meet productivity standards; complete work in timely manner; strive to increase productivity; work quickly Safety and Security - Observe safety and security procedures; determine appropriate action beyond guidelines; report potentially unsafe conditions; use equipment and materials properly

Requirements

Excellent organizational and communication skills (both verbal and written)
Guest focused
Possess attention to detail
Demonstrate the ability to multi-task
Possess a typing proficiency of at least 40 WPM
Demonstrate willingness to work in a fast paced environment
Be a Team Player
Proficient in all Microsoft Office Word Processing and Excel Spreadsheet software
HTML internet software
Opera PMS
Delphi
Read and comprehend simple instructions, short correspondence, and memos
Write simple correspondence
Effectively present information in one-on-one and small group situations to customers, clients, and other associates of the hotel
Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals
Compute rate, ratio, and percent and to draw and interpret bar graphs
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions
Deal with problems involving a few concrete variables in standardized situations
A high school diploma or general education degree (GED) or t
Two (2) years related experience and/or training

Nice To Haves

Previous administrative, luxury hotel and/or related experience strongly preferred.
Previous hotel and catering experience preferred.

Responsibilities

Answer the sales telephone lines in a prompt and professional manner: Direct calls as appropriate.
Respond to telephone inquiries by determining client's needs and specifications for referral to the appropriate Sales or Conference Services Managers.
Follow-up with guests concerns and questions in a timely manner
Serve as an information resource for conference guests as needed
Assist when needed with sales proposals, contracts and turnovers.
File notes in Salesforce (SForce)
Respect the confidentiality of communications between customers and Conference Services Manager and Sales Managers
Ensure all filing systems are maintained accordingly.
Creation including contracts, turnovers, original RFP, and miscellaneous suppporting documents
Maintain inventory of office supplies and sales office kitchen supplies.
Assign and maintain a listing of all posting masters for convention groups.
Assist when needed with meeting room floorplans using the Amadeus Diagraming Program.
Distribute critical information to the appropriate departments as required on a daily and weekly basis: Weekly Convention Report Daily Convention Report Batch Merge Document of the week’s upcoming Banquet Event Order Distribution Weekly Work Schedule
Input amenities as requested for the various groups into the amenity log and provide gift cards as required.
Build report shells and gather data from the appropriate managers before distributing information for the following reports: Weekly Operations Report Conference Services 30, 60 and 90 Day Forecast Conference Services Assignment Sheets for future bookings Sales site inspection report
Completing special projects as assigned by Director of Sales/Director of Catering and Conference Services/Conference Services Managers
Book and communicate arrangements for in-house meetings to include, Benefits Meeting and Orientation Meetings as well as other one off meetings as required.
Create box lunch labels as well as vouchers as required for parking, breakfast, and drinks etc…
Create Sign boards, direction signs menu cards, place cards and escort cards as required.
Merges and amends word documents, contract, addendums, pro forma invoices and correspondence as required.
Other duties as assigned