Temporary Sales Administrative Assistant

HEI Hotels & Resorts•Jersey City, NJ

22h•Onsite

About The Position

The Hyatt Regency on the Hudson, located in downtown Jersey City, sits on a beautiful pier overlooking the New York City Skyline. This hotel is one of the oldest in the area and is situated in the business district of Jersey City, offering proximity to residents and various businesses. It is conveniently located one block from the Hudson Bergen Light Rail, providing quick access to the Newport Center Mall. The company, HEI Hotels and Resorts, fosters a supportive environment through its 'HEI Loves' culture, which includes comprehensive benefits that improve annually. HEI values and supports individual diversity and encourages applications from all qualified candidates, including those with U.S. military experience, even if their experience doesn't perfectly align with every qualification. The role of Temporary Sales Administrative Assistant is to assist the Sales Team with the administrative functions required for effective hotel sales and management.

Requirements

Basic administrative knowledge such as business letters, formats, and telephone etiquette.
Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact, and diplomacy.
Ability to access and accurately input information into a computer using Microsoft Office Suite.
Ability to follow written and verbal instructions.
Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation.
Ability to set-up and maintain filing systems.
Effective verbal and written communication skills.
Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, public etc.

Nice To Haves

Hotel experience preferred.

Responsibilities

Act as Liaison between Sales Manager(s) and clients in Sales Manager's absence.
Take booking inquiry information via phone and prepare proper paperwork.
Uses various computer word processing and other software packages to enter data, produce contracts, correspondence, forms, memorandum, and other documents.
Answer telephone and respond to caller inquiries speaking in a clear and pleasant manner.
Exercise decision making skills to direct caller’s request.
Accurately record messages for staff and distribute the written messages to the staff members in a timely manner.
Distribute documents to appropriate persons and locations to ensure prompt processing of time sensitive information by hotel and supplier staff.
Transport documents weighing up to 10 pounds to offices, mailrooms, and other locations throughout the hotel building.
Retrieve documents from and place documents into proper receptacles located up to 6 feet high, such as mailboxes, file cabinets, etc.
Handle individual reservations for VIP clients.
Ensure that all arrangements, including upgrades, are handled properly, coordinating with other departments through oral and written instruction.
Organize, file, and retrieve documents in appropriate binders in order to maintain essential records used in the department operation.
Comply with attendance rules and be available to work on a regular basis.
Perform any other job-related duties as assigned.