Under the general guidance and supervision of the Director of Sales, this position will be responsible for providing support and follow-up to the hotel sales office. Administrative support will be directed towards the hotel’s Group market segments. Responsibilities include computer literacy in word processing, spreadsheets, and other tangible or graphic materials to support the sales organization. In addition, this person will maintain a high standard of service focus whilst playing the liaison role between customers and other departments through correspondence, telephone or directly in person.
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Supports the Sales Managers through various communications and report generation
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Provides daily administrative support, including the preparation of contracts & proposals for Sales Managers, and supports the Administration Department whenever required. Fields sales inquiries and distributes to the appropriate Sales Manager
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Provides daily support for customers’ inquiries on a professional and timely basis
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Manages the immediate distribution of leads coming into the Sales RFP box
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Responsible for administrative duties for the Sales Manager, which include typing, meeting coordination, filing, qualifying & responding to phone calls, inquiries and requests
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Practices professional account qualification (i.e. date flexibility, space requirement, history, competitive information)
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Works closely with the Sales Managers and Reservations Department to ensure all contractual details are loaded in a timely manner
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Assist Sales Managers with preparation for tradeshows and associated travel, including completion of purchase orders, registration, accommodation, flight, sales kits and client gifts
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Maintain promotional materials inventory and generate a monthly tracking report
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Produce marketing communications such as e-mails, print material and exhibition-related projects
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Assist with familiarization trips and site inspections as required
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Participate in sales meetings and other communication functions in the hotel
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Establish and maintain an appropriate filing system on accounts identified with potential; this system can be automated, manual or a combination of both
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Coordinate functions, events and activities with other departments as well as the Pan Pacific Regional & International offices.
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Co-operate and accept other special assignments from the Director of Sales and/or Sales Managers as required.
The successful candidate will be a self-motivated administrative professional capable of completing tasks efficiently and with a high level of accuracy. This position will require the candidate to work independently and within a team environment and be a strong communicator.
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Two (2) years in a sales administration capacity within the Hotel industry preferred
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Previous experience in a guest service position; Front Office/Reservations experience is an asset
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Post-secondary education in Hotel Management and/or Administrative Studies, or equivalent experience
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Experience in preparing RFPs (Request for Proposal) and group contracts
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Must possess excellent organizational skills, time management, and an ability to multitask and meet deadlines in a high-pressure work environment
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Computer Skills - Demonstrated ability with regard to computer skills, including an advanced level of Excel and an intermediate level of Microsoft Office Word, Publisher & PowerPoint, proficiency with Outlook, Internet, and database applications. Experience using hotel programs – Opera is an asset
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Minimum 50 wpm typing speed and high level of accuracy
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Solid work experience in managing effective administrative procedures and programs essential
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Proven written and verbal communication skills with demonstrated experience in producing professional business documents and communications
