Sales Administrative Assistant

POSITION PURPOSE:

This position provides administrative support to the Sales & Events Department. They will assist with or individually facilitate various tasks such as: site inspection, banquet event orders, contracts, resumes, schedules, menu tastings, tradeshow preparation, monitoring and assigning inbound leads, answering the phone, preparing contracts and proposals, and routing paperwork to appropriate departments.

EXAMPLES OF DUTIES:

ESSENTIAL FUNCTIONS:

Average Percent of Time

Typed correspondence on the computer, such as assisting with preparation of proposals, banquet event orders, contracts, sending and responding to emails, preparing request forms and memos. High level of grammatical accuracy and proficiency in the English language is a requirement.

Answers telephone within 3 phone rings using clear and positive English communication. Takes sales inquiries using inquiry worksheet. Asks questions to ensure caller is connected with the appropriate manager or department. Communicate information accurately and in a timely manner to appropriate manager and/or department.

Maintain inbound leads mailbox as primary lead catcher, assign leads to the appropriate salesperson within 4 hours, champions the maintenance of 90%+ Meeting Broker QA score.

Assists in the routing and distribution of purchase requests, expense reports, contracts, resumes, amenity requests to relevant departments throughout the hotel. Email, fax, or mail documents and packages such as menus, countersigned contracts, sales kits, and tradeshow collateral as needed.

Assists Managers in site inspection and tradeshow preparation, such as obtaining show rooms, preparing business requisition forms, amenity forms, and business entertainment requests, preparing purchase requests with travel estimates, expense reports, and consolidating billing post-tradeshow.

OTHER:

Regular attendance in conformance with Hilton standards is essential to the successful performance of this position. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs for the hotel.

Upon employment, all employees are required to fully comply with Hilton rules and regulations for the safe and efficient operation of hotel facilities. Employees who violate Hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.

SUPPORTIVE FUNCTIONS:

In addition to the performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the hotel.

• Conduct site inspection tours of guestrooms and meeting space with clients.
• Deliver information and messages with clients while in house.
• Purchase gifts for clients as directed; deliver packages and faxes.
• Assist other departments as directed by management.

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Must possess computer skills, including working knowledge of Microsoft Office. Must be able to train and master Delphi and Meeting Broker within 60 days of hire.
• Ability to read and write the English language proficiently and in a clear manner.
• Ability to communicate with clients in a clear and hospitable manner.
• Basic knowledge of mathematics and calculator skills to prepare mathematical calculations without error.
• Use good judgment to “Make it Right” with customers and hotel guests.
• Basic typing skills, 50 wpm, and ability to take dictation accurately.

QUALIFICATIONS STANDARDS

Education:

High school diploma required. College Bachelor’s Degree preferred.

Experience:

Minimum of 2 years Hotel or other hospitality experience required. Hilton experience preferred.

Licenses or certificates:

No special licenses required.

Grooming:

All employees must maintain a neat, clean and well-groomed appearance. (Specific Standards are Available)

Other:

Applicants with additional language skills preferred.

PHYSICAL REQUIREMENTS:

Light work, exerts up to 15 pounds of force occasionally and or up to 15 pounds frequently. Must be able to sit at a desk for up to 8 hours per day. Walking and standing are required. Length of time of these tasks may vary from day to day and task to task. Must be able to bend, stoop, squat and stretch to fulfill cleaning and filing tasks. Must be able to exert well-paced ability in limited space. Hearing and visual ability to observe and detect signs of emergency situations. Requires manual and finger dexterity to use and operate all necessary equipment.

VISUAL REQUIREMENTS:

Vision occurs continuously with the most common visual functions being those of near vision and depth perception.

WORKING CONDITIONS:

Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.

MISCELLANEOUS:

Fingering: picking, pinching, typing, or work with fingers versus whole hand or arm.

Grasping: Applies pressure with fingers and palm.

Talking: Must convey ideas by spoken word, must convey information quickly and loudly to other workers, or guests.

Hearing: Must perceive the nature of sound, receive detailed information through oral communication and to make fine discriminations in sound.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.

VOLUNTARY COMMITMENT:

I have read, understand and voluntarily commit myself to the general guidelines contained in this document. I also understand that this is only a basic description of my job and that it does not, nor is it intended to, outline all of the specifics of the responsibilities which I may be expected to perform.

My signature confirms I have completed training in all job duties initialed above.

I also understand the following:

If I come in contact with blood or any body fluids I am to immediately contact Security and my supervisor. DO NOT HAVE ANY CONTACT WITH THESE FLUIDS. DO NOT ATTEMPT TO CLEAN THIS UP.

If I am certified in CPR it is entirely my decision whether to aid a guest or fellow employee. It is not expected as part of my job duties for the Hotel. I do so at my own risk.