Sales Coordinator/Admin

Charlestowne Hotels•New Haven, CT

13d•Onsite

About The Position

The Sales Administrative Assistant provides administrative support for the Sales team including greeting visitors, answering the telephone, gathering data and compiling reports, maintaining files and preparing correspondence. Perform a wide variety of administrative assignments which are sometimes confidential in nature. Enter data, draft, edit, revise and print letters, reports, BEO’s and other documents. Greet and direct visitors and answer, screen and route phone calls. Sort, screen, and distribute incoming mail. Resolve routine administrative problems and answer basic inquiries. Establish, maintain and update files, records and other documents. Order supplies. Make/change reservations for groups. Input rooming lists. Follow up with guests about deposits due & any balances due. Take deposits and communicate with groups about their deposit schedule. Add actuals and booked numbers 60 & 30 days out updates on rooms booked with groups. Acquire special requests, all information about groups, and inputs notes into system. Pre-assign group rooms if needed. Build room blocks and group masters Acquire payment and post banquet checks. Route group billing. Send all receipts and follow ups on groups. Enter Group commissions. Contract turnover and filing. Other duties as assigned.

Requirements

Good communication and interpersonal skills
Requires excellent communication skills, both verbal and written.
Must be able to read and write to facilitate the communication process.
Good vision, either natural or with corrective lenses
Basic mathematical skills for simple calculations
Must be able to work additional hours if requested outside of the traditional work schedule
Able to sit for extended time periods
Able to lift at least 30 pounds
Able to perform several varying tasks simultaneously
Must have good attendance and punctuality
Must be able to speak, read, write and understand the primary language(s) used in the workplace.
Ability to access and input information using a moderately complex computer system.
Able to operate telephone, computer stations, plug and unplug various power cords, familiar with basic computer interface systems.
Able to maintain organizational image by demonstrating high quality guest service always.

Nice To Haves

Experience in the hospitality industry and knowledge of common industry terms and practices preferred.

Responsibilities

Perform a wide variety of administrative assignments which are sometimes confidential in nature.
Enter data, draft, edit, revise and print letters, reports, BEO’s and other documents.
Greet and direct visitors and answer, screen and route phone calls.
Sort, screen, and distribute incoming mail.
Resolve routine administrative problems and answer basic inquiries.
Establish, maintain and update files, records and other documents.
Order supplies.
Make/change reservations for groups.
Input rooming lists.
Follow up with guests about deposits due & any balances due.
Take deposits and communicate with groups about their deposit schedule.
Add actuals and booked numbers 60 & 30 days out updates on rooms booked with groups.
Acquire special requests, all information about groups, and inputs notes into system.
Pre-assign group rooms if needed.
Build room blocks and group masters
Acquire payment and post banquet checks.
Route group billing.
Send all receipts and follow ups on groups.
Enter Group commissions.
Contract turnover and filing.
Other duties as assigned.