CAFE SALES ASSISTANT

Overview

The Sales Administrative Assistant is the first point of contact for all guests calling or visiting the Sales Office. This position is responsible for assisting with the daily activities and administrative functions for the Director of Sales and Marketing and ultimately all the sales and catering managers.

Responsibilities

• Answers sales phone lines in a timely manner
• Takes messages, handles customer requests and forwards leads/inquiries to the Sales Lead Coordinator immediately. Communicate requests to appropriate departments.
• Performs daily office duties including, but not limited to, filing, faxing, copying, creation of files, gift certificates, retrieving and delivering mail, and creating and delivering amenity requests with cards to Star Services.
• Ensure that any DOSM VIP reservations are entered into the PMS and coordinate amenity and card.
• Control of parking validations and log system.
• Taking, typing and distribution of meeting minutes from monthly sales meeting.
• Prepares and distributes all correspondence, including letters, emails, etc. for DOSM or other sales managers as needed. Ensures that all correspondence is 100% accurate.
• Schedules and prioritizes work load for the DOSM.
• Generate the Weekly Sales Activity Report
• Distribute monthly forecast.
• Ability to generate 30-60-90 day forecast as needed by Director of Sales & Marketing.
• Maintain Reference Library, association memberships, trade show information, & mailing lists.
• Works with the IT Manager to create necessary reporting for DOSM.
• Develop and maintain productive, service focused working relationships with external and internal customers, representing the company and becoming a known point of contact.
• Provide accurate, up to date information to appropriate internal contacts, responding to requests in a timely manner, and maintaining a working knowledge of the hotels products and services.
• Continually audit and review office management and administration systems, implementing improvements where necessary and keeping the office appropriately stocked with supplies.
• Develop and utilize a working knowledge of all sales managers’ in-house groups and arriving groups over a rolling 10 days cycle.
• Provide support when Director of Sales and Marketing and/or other administrative support personnel are out of the hotel.
• Perform daily and weekly tasks as outlined by the Director of Sales and Marketing.
• Have a personal impact, taking responsibility and using initiative to resolve issues.
• Approach tasks orderly, with tenacity and determination, completing work to the required standard within the deadlines agreed.
• Maintain a high level of professionalism in dealings with customers.
• Be motivated, committed and enthusiastic, seizing opportunities to learn new skills or knowledge in order to improve personal performance.
• Be flexible, responding quickly and positively to changing requirements.
• Maintain team focus by showing co-operation and support to colleagues in the support of department goals.
• Maintain filing system. File contracts and correspondence daily.
• Scheduling of appointments for Director of Sales and Marketing.
• Computer support: Word processing, spreadsheets, databases, e-mail and Windows applications – PowerPoint for DOSM and Sales Team.
• The ability to effectively execute/maintain the sales process through handling of site tours as needed and inquiry calls
• Checks email daily and distributes potential sales leads to the lead coordinator.
• Knowledge of Hard Rock Hotel New Orleans food and beverage operations.
• Assists in organizing tradeshows and sending collateral to customers.
• Assists other Sales Assistants, Coordinators, and Sales Managers as needed, or as business levels require.
• Collating and copying informational and marketing packets for meetings; mailing as requested.
• Ensure all site inspections and client visits to the hotel are successful by detail planning and communicating accurate details in advance to all departments.

This job description reflects the position’s essential functions; it does not encompass all of the tasks that may be assigned.

Qualifications

EXPERIENCE, EDUCATION, AND CERTIFICATIONS

• High school diploma or equivalent experience and training, college degree preferred.
• Two years' experience, preferably in the hospitality industry or a catering / sales field.
• Luxury hotel experience preferred.

SKILLS

• High energy with effective and influential people skills. Positive attitude and the desire to motivate others.
• Highly organized and detail oriented.
• Ability to prioritize and work on several projects simultaneously should pose a challenge without being overwhelming.
• Ability to comprehend and use technical or professional language, either written or spoken, to communicate complex ideas.
• Strong communication and listening skills, including strong reading, and writing ability.
• Ability to perform numerical operations using basic counting, adding, subtracting, multiplying or dividing.
• Strong command of software applications, especially Microsoft Office (Outlook, Word, Excel, PowerPoint), Delphi event management system, and Opera.
• Ability to effectively deal with internal and external customers and staff, some of whom will require high levels of patience, tact, and diplomacy.
• Fluency in English: additional languages preferred.

PHYSICAL DEMANDS

• Ability to move throughout the business (standing, walking, kneeling, bending) for extended periods of time.
• Ability to sit for extended periods of time.
• Ability to make repeating movements of the arms, hands, and wrists.
• Ability to express or exchange ideas verbally and perceive sound by ear.
• Ability to obtain impressions through the eyes.
• Manual dexterity, hand-eye coordination, and ability to work with hand above shoulders.
• Ability to occasionally move objects (lift, push, pull, balance, carry) up to 10 pounds / 5 kilograms.
• Ability to tolerate exposure to heat, cold, chemicals, and loud/noisy environment.

ADDITIONAL REQUIREMENTS

• Understanding of hotel operations and lifestyle hotels preferred.
• Passion for music and knowledge of music trends preferred.
• Self-starter with an entrepreneurial spirit and strong organizational skills

Ability to work evenings, weekends, and holidays, as needed.