DoubleTree New Orleans Airport - Administrative Assistant-Sales

The Administrative Assistant is responsible for ensuring that the administrative functions for all Sales and Catering positions are handled.

QUALIFICATIONS:

• College course work in related field helpful.
• Experience in a hotel or a related field preferred.
• High School diploma or equivalent required.
• Must be proficient in Windows Operating Systems, Company approved spreadsheets and word processing.
• Must be able to convey information and ideas clearly.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must work well in stressful, high pressure situations.
• Must have the ability to assimilate complex information, data, etc. from disparate sources and consider, adjust or modify to meet the constraints of the particular need.
• Must be effective at listening to, understanding, and clarifying the concerns and issues raised by co-workers and guests.
• Must be able to work with and understand financial information and data, and basic arithmetic functions.
• Must maintain composure and objectivity under pressure.

RESPONSIBILITIES:

• Approach all encounters with guests and employees in a friendly, service-oriented manner.
• Maintain regular attendance in compliance with Aimbridge Hospitality standards, as required by scheduling which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which include wearing the proper uniform and name tag when working (per brand standards)
• Comply at all times with Aimbridge Hospitality standards and regulations to encourage safe and efficient hotel operations.
• Maintain Sales files in an organized fashion and as per specified standards.
• Maintain Accounts Coverage Program
• Complete monthly competition statistics of all area hotels and turn into the Director of Sales by the fifth of each month.
• Complete all 'Month End' reports for the Director of Sales and send to Corporate according to established timeframe.
• Type and process all contracts, proposals, memos and general correspondence for sales/catering staff.
• Type and distribute all banquet event orders, banquet checks and Daily Event Sheets for the Catering Manager.
• Answer phones for sales/catering staff if not picked up by third ring; Record messages as appropriate.
• Open, date, stamp, and allocate all hotel mail to the appropriate departments for handling.
• Prepare Daily Mail Cash Receipts Log. Endorse and drop all checks received through the mail on a daily basis.
• Employees must at all times be attentive, friendly, helpful, and courteous to all guests, managers, and fellow employees.
• Type, process and distribute all RFP's as directed by DOS.
• Review all 'OUT' mail from Sales and Catering Managers.
• Maintain trace for all Sales and Catering Mangers.
• Order and maintain all Sales forms as specified and participate in monthly inventory counts.
• Oversee and maintain efficient operation of the e-mail system for Corporate communications daily.
• Review all 'OUT' mail from the General Manager and process as per instructions.
• Process monthly office supply order for entire hotel; ensure budget guidelines are met.
• Assist with the administration of the checkbook accounting system as directed by the Director of Sales.
• Perform any other duties requested by the General Manager or Director of Sales.
• Access to back of house areas of the hotel and sensitive information
• Interact and occasionally have unsupervised contact with guests and/or colleagues
• Access and control to sensitive areas in the hotel premises, including the Hotel Safe and secured file cabinets
• Maintain a high level of trust and responsibility
• Represent the company with certain level of reputation and good character as well as exercise sound judgement

PROPERTY INFORMATION:
Located one mile from Louis Armstrong New Orleans International Airport, this Louisiana Doubletree Hotel offers free airport shuttles and an outdoor pool. Guest rooms feature cable TV and free Wi-Fi. Rooms at Doubletree Hotel New Orleans Airport provide seating areas and desks. They also include ironing facilities and coffee makers. A gym, restaurant and 24-hour pantry market are available to guests at Doubletree. The hotel serves breakfast and offers a business center and meeting rooms.