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Job DetailsJob Location: Embassy Suites - Austin - Austin, TX 78704Position Type: Full TimeJob Shift: DayOur Sales Assistant: Provide administrative support to the sales team Prepare contracts, proposals, reports, and other documents Maintain accurate files, calendars, and sales records Assist with incoming calls, emails, and client communication Coordinate meeting details and follow up on client requests Enter data into sales systems and update account information Support the department with general office duties as needed Supports through administrative tasks. This includes but is not limited to: entering group SRPs, monitoring reports from PMS/Revenue Systems, calling for cut off dates and rooming lists and agendas for groups. Contributes to the implementation of at least two major local concentrated sales efforts involving hotel sales staff. Takes responsibility for the daily administration of the Sales Office. Maintains thorough knowledge of the hotels Sales policies and procedures. Coordinates the effective utilization of policies and procedures throughout the sales department and all other departments in the hotel. Assists the Director of Sales with his/her daily duties as needed. Is familiar with and able to carry out the duties of the Director of Sales and/or the Catering Manager in case of absence. Meets with clients in the absence of the Director of Sales or Catering Sales Manager, Effectively and professionally convey necessary fundamentals and details of the sale to the client. Utilizes an efficient sales strategy for the maximization of hotel revenue. Composes and types routine correspondence, reports or contracts (to include banquet event orders, sales contracts, PACE report, statistical reports, etc.) based on organizational practice, policies and procedures at the direction of the Director of Sales. Ensures all documents produced by the Sales Department (i.e. BEOs, contracts, rooming lists, proposals) are completed accurately and on time. Maintains a filing system and files sales records, correspondence and other miscellaneous items. Is a member of various committees and attends various sales conferences/meetings. Relays beneficial information from meetings to the Sales Department. Schedules appointments, travel arrangements, reservations and conference rooms for clients and/or members of the Sales Department. Coordinates necessary arrangements with vendors relating to sales. Establishes strong relationships with vendors to ensure the maximization of hotel revenue. Ensures that all completed employee paperwork is received by the appropriate department/person. Answers the telephone and gives information to callers or routes call to appropriate sales personnel. Reads and routes incoming mail and prepares outgoing mail related to the Sales Department. Sends information to guests that inquire about the property. Works with clients to book Pool Parties and other small functions. Sends group room contracts to clients in a timely manner and follows up to ensure that they are returned to the hotel on time. Follows up with past client events by sending out surveys. Compiles Guest Surveys and distributes them to Department Heads. Post advanced deposits/payment to group accounts. Creates Fliers, Mailers, Certificates, etc. to promote new business. Research Internet Sites for possible Hotel link opportunities. Assists the Director of Sales in preparing reports for the Daily Revenue Meeting. Actively contributes to daily Sales and Revenue meetings, weekly sales meetings, and weekly revenue meetings. Makes copies of correspondence or other printed material. Assists other office staff during periods of absence and downtime. Responds quickly to guest requests in a friendly manner. Follows up to ensure guest satisfaction. Provides a professional image at all times through appearance and dress. Follows company policies and procedures. Note: Other duties as assigned by supervisor or management Competitive pay and benefits that support your life inside and outside the hotel A positive and supportive office environment Opportunities to learn hotel sales and grow professionally A role where your organization and accuracy make a difference  Education/Experience: High School diploma or equivalent. Three to six months of sales and/or clerical experience required. Special consideration will be given to those who exhibit exemplary performance. QualificationsQualifications  Strong administrative or hospitality experience Excellent communication and organization skills Professional, polished, and detail‑oriented Comfortable with technology and office platforms
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