Admin Sales

POSITION SUMMARY

The Sales Administrative Assistant is responsible for providing overall administrative support to the Destination Services Department Sales Department, and other departments on an as-needed basis. 

POSITION RESPONSIBILITIES

• Provide assigned Sales Managers with administrative support including but not limited to:
  • Support the Sales Manager's sales efforts and customer care.
  • Phone and Customer Correspondence
  • Prepare documents as needed.
  • Light Mail duties 
  • Marketing and Sales effort support
  • Calendar and Appointment Management
  • CRM management of assigned managers
• Provide administrative support to the Sales Department including but not limited to:
  • Gather group room/data for input:
    1. Solicit Group History for data entry. 
    2. MINT group and pick up data input. 
    3. Room night pickup data entry and reporting 
  • Develop and coordinate various reports and projects with Executive Assistant as needed. 
  • Process hotel contracts, FUA, and LOA and maintain documentation in EBMS.
  • Handle contracts, deposits, and certificates of insurance and maintain traces in EBMS.
  • Pull definite and lost business reports and send them to hotel partners.
  • Special projects as assigned.
• Assist and execute assigned logistics for tradeshows and events: Execute assigned logistics for tradeshows and events:
  1. Contract booth/exhibitor registration and booth services based on booth needs. 
  2. Confirm shipping pick-up and delivery schedules.
  3. Organize products for tradeshows/events. 
  4. Assist with on-site coordination of FAM Tour and client events. 
• Track leads from tradeshow and event programs.
• Work with the Tradeshow & Events Manager to develop reports for tradeshows and events activity.
• Manage amenity inventory. 
• Work with Sales and Destinations Services Departments for client amenity distribution.

• Support other Departments as needed, including but not limited to:
• Plan and coordinate tradeshows and client events in support of sales efforts.
• Front desk relief coverage on a rotating basis with other staff 

JOB REQUIREMENTS

• 3 to 5 years of Sales/Marketing Hospitality administrative support experience preferred.
• Strong Computer experience (i.e., Sales CRM & Database Administration, Microsoft Word, Outlook, PowerPoint, Excel) 
• Ability to pay attention to detail and multi-task in a fast-paced environment.
• Excellent verbal and written communication skills
• Strong organizational skills and ability to meet deadlines.
• Enthusiastic, dependable, positive team player
• Self-starter; professional demeanor
• 
  

Team San Jose is an equal opportunity employer.