Administrative Assistant/Sales

POSITION SUMMARY

The primary duties of the Administrative Assistant- Sales are to provide administrative support for the Vice- President of Sales, Services and Sports and sales managers with reports and daily management of the sales department.

· ESSENTIAL DUTIES AND RESPONSIBILITIES

· Answers telephone in the sales department and assists with or gives basic information to the inquirer.

· Responds to phone inquiries and routes to the appropriate sales manager.

· Manages the sales activities and the Vice-President's calendars.

· Assists the Vice-President in routine activities including creating and printing reports.

· Processes check requests for the sales department’s related bills.

· Prepares purchase orders for payment of goods and services

· Answers routine correspondence or e-mail and prepares outgoing mail.

· Prepares and prints site books for sales managers and correctly organizes content.

· Assists in setting up and scheduling site tours for visiting meeting planners.

· Assists in coordinating flight arrangements and travel plans for sales managers.

· Maintains the tradeshow booth inventory and coordinates repairs as needed.

· Manages inventory and ordering of promotional items and collateral for the sales department.

· Coordinates sales tradeshow missions including:

· Developing timelines

· Managing registrations

· Overseeing the completion of forms, contracts, pre-mailers, and booth shipments

· Ordering and shipping necessary collateral

· Assists the Vice-President in organizing the Director of Sales meetings with coordination including:

· Scheduling

· Preparing necessary materials

· Prepares and requests in kind request forms for services provided by partners.

· Prepares tables, spreadsheets, reports, packets, and other information as directed.

· Completes special projects as needed.

· Serves as backup for front office receptionist.

· Other duties as assigned by management.

QUALIFICATIONS

· 3 to 4 years of related experience, or associate degree in hospitality or related field preferred, or equivalent combination of related education and experience.

· Knowledge and appreciation of Albuquerque, the hotel product and destination venues.

· Demonstrated skills in MS Office/365 software required.

· Ability to learn industry-specific organization software, including Simpleview database.

· Working knowledge of databases acquired through either formal education or on-the-job experience.

· Ability and willingness to establish and maintain accurate filing systems.

· Skills and ability to operate general office machines.

· Ability to meet deadlines in a fast-paced environment.

· Ability to handle and prioritize multiple tasks and projects simultaneously with high accuracy.

· Ability to demonstrate flexibility related to job tasks when required.

· Strong written, verbal and presentation skills.

· Demonstrated ability to effectively respond to questions from groups, clients, customers, and the public.

· Must be a team player as part of collaborative efforts.

· Ability to work off-site as needed.

· Must demonstrate superior customer service skills in dealing with internal and external customers, always speaking and acting in a courteous and professional manner.

· Must be able to work independently and with minimal supervision.

· Ability and willingness to make routine decisions independently.

· Knowledge of hospitality industry, convention or tourism business a plus.

· Always demonstrate professional and ethical conduct in accordance with company policy.

· Must be well groomed and always maintain a professional appearance in keeping with industry standards.

PHYSICAL DEMANDS

Reasonable accommodation may be provided to enable qualified individuals with disabilities to perform the job's essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to fifty (50) pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.

WORK ENVIRONMENT

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The work environment is an air-conditioned, heated office. The noise level in the work environment is usually moderate.

Job Type: Full-time

Pay: $17.12 - $21.40 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Administrative: 2 years (Preferred)

Work Location: In person

Salary : $17 - $21