Sales Administrator

Description

Job Summary: The Sales Administrator is responsible for supporting the Sales team with every day functions. This individual will work with the Director of Sales and Marketing, Sales Managers and Event Services Manager to assist in creating a successful and profitable Sales department. They will work quickly and efficiently to answer all incoming phone calls, e-mail correspondence, and assist guests with all inquiries, both via telephone and in person. They will communicate with group contacts as needed, enter group reservations and contracts into the hotels PMS system, create and distribute reports and materials as needed and assist with all in-house group signage daily. Additionally, this individual will complete all other duties as assigned to them by the Director of Sales and Marketing and General Manager.

Requirements

Enters Group Block Events into OperaCloud, and Delphi/ Sales Force

• Creates Group Blocks using Agreements from Sales Managers
• Verifies house availability to maximize occupancy and reduce oversell
• Makes changes and updates, as necessary

Completes Group Change Sheet

• Using PMS software, enters rooming lists, updates, revisions, and any other changes using daily Group Change Sheet
• Once complete, e-mails completed Group Change sheet to Event Services Manager and Front Desk Manager

Follows up with Groups/Events after completion of event

• E-mails Opera folios to group contacts after payment has been made
• Any other correspondence request by group contact
• Send surveys/ enter updates in Delphi

Updates Group Pick-up Counts in Sales System

• Verifies accuracy of pick-up numbers in Night Audit Report
• Updates daily group pick-ups in Delphi using Groups in House Report sent in e-mail from Director of Sales 
• Updates pick-up in Delphi on a daily basis using room pick-up report from Opera, ensuring all room types are accurate and shoulder dates are added if necessary.  

Creates Banquet Bills

• Creates/Updates Banquet Bills for the following day using BEO binder from Event Services Manager
• Saves Banquet Bills in Sales Shared Drive and Front Desk Drive 
• Updates Banquet Bills with any changes, if necessary
• Create posting masters for all Group and Catering Function Events and add the payment information.
• After final payment has been completed send receipts to clients

Maintains Sales Office Organization, Orders and Supplies

• Filing consumed/cancelled event file folders 
• Creates marketing folders for Sales Managers and Event Coordinators
• Maintains monthly inventory of office supplies
• Orders office supplies as necessary
• Keeps supply closet orderly

Qualifications:

- High school diploma or equivalent.

- Minimum of two years’ experience in related professional positions. Experience in a hotel environment preferred.

- Ability to read and understand sales budgets and reports

- Ability to communication effectively with management team, guests and staff

- Ability to work a flexible schedule, including some evenings and perhaps an occasional weekend