Executive Assistant to General Manager/Front Desk Supervisor

This is a hybrid role responsible for supporting the General Manager and Regional Director of Sales/Marketing. Responsibilities include clerical, administrative, reporting and client/guest service duties throughout the entire life-cycle of the booking process. Serve as a liaison between Sales and hotels operating departments to ensure the most effective and efficient communication process of details to exceed service expectations of our guests.

Essential Sales Coordinator Functions:

• Prepare proposals, contracts, resumes and meeting room diagrams.
• Handle contracts, inquiries, inventory/blocks both for tentative and definite groups.
• Receive and review group rooming lists and input.
• Maintain and follow up on group reservations, cancellations, evaluations, and complaints.
• Follow up with all group inquiries which may include critical time restraints and group payments.
• Manage all of the coordination aspects of the group up until their check in to the hotel: room count changes, invoicing, rooming lists, room assignments, along with answering all group related inquiries.
• Assists guests with plans for events, schedule, prepare for and monitors meeting functions.
• Updating the weekly group & meeting calendar and creating the group resumes for housekeeping & the front office.
• Achieve or exceed goals set forth in the rolling 30, 60 and 90-day action plan.
• Conduct site inspections and client meetings as needed.
• Participate in outside sales calls with the DOS.
• Studies and standardizes procedures to improve efficiency.
• Assist in the social media presence for the properties via all social channels.
• Maintain files and filing system for Group, Convention, and local contracts.
• Maintain all client activity records as requested.
• Manage the daily calendar of events for the department.
• Coordinate client meeting space needs and details with all department leads weekly and daily.
• Assist with major group check-ins
• Covers front desk shifts as needed and directed by General Manager or Director of Sales
• Prepare month-end market segment variances reports and LNR monthly activity reports.
• Prepare a bi-annual SWOT analysis.
• Attend networking events

Essential Front Desk Supervisor Functions:

• Provides professional and courteous guest service at all times
• Greets arriving guests
• Answer telephone calls courteously and efficiently
• Cover front desk shifts as needed
• Professionally and diplomatically handles guest complaints
• Responds to inquiries regarding hotel services, guest registration, local shopping, dining, entertainment, and travel directions
• Facilitates direct bills
• Generates, confirms, cancels, and changes guest reservations
• Keeps records of room availability and guest’s accounts
• Assists arriving and departing guests with luggage
• Computes bills, receives payments, and makes change for guests
• Makes restaurant, transportation, or entertainment reservations for guests
• Promotes any current hotel and franchise marketing programs
• Oversees Guest Service Agents
• Manager on duty
• Other duties as assigned

Additional Duties

• Transmits and receives messages through telephone, facsimile, and switchboard
• Maintains wake-up call service
• Maintains office supply inventory
• Posts ancillary charges to guest folios (food, room, telephone)
• Maintains clean and neat work and storage space
• Assists with appropriate storage of guest property
• Attends monthly department meeting
• Completes projects as determined by Rooms Operations Manager
• Participates in ongoing education and training of Franchise and Hotel Management Company
• Other duties as assigned

Qualifications:

• High School Diploma or GED
• Minimum of six months hotel sales administrative experience or equivalent training and experience.
• Previous hotel experience
• Excellent oral and written communication skills
• Experience with Microsoft Office products to include Word, Excel, and Outlook
• Experience with marketing and graphic design a plus

Job Type: Full-time

Pay: $17.00 per hour

Benefits:

• Employee discount
• Paid time off

Schedule:

• 8 hour shift
• Evenings as needed
• Weekends as needed

Work setting:

• In-person

Experience:

• Executive administrative support: 1 year (Preferred)
• Supervising: 1 year (Required)
• Hotel Front Desk: 1 year (Preferred)
• Hotel Sales Coordinator: 1 year (Preferred)

Shift availability:

• Day Shift (Required)
• Night Shift (Required)
• Overnight Shift (Required)

Ability to Relocate:

• Elkridge, MD 21075: Relocate before starting work (Required)

Work Location: In person