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About the Role

Provide administrative support to the sales team, contributing to the implementation of sales efforts and taking responsibility for the daily administration of the Sales Office. This role requires maintaining knowledge of hotel sales policies and procedures, coordinating with clients, and maximizing hotel revenue through efficient sales strategies.

Responsibilities

• Provide administrative support to the sales team.
• Prepare contracts, proposals, reports, and other documents.
• Maintain accurate files, calendars, and sales records.
• Assist with incoming calls, emails, and client communication.
• Coordinate meeting details and follow up on client requests.
• Enter data into sales systems and update account information.
• Support the department with general office duties.
• Enter group SRPs, monitor reports from PMS/Revenue Systems, call for cut off dates and rooming lists and agendas for groups.
• Contribute to the implementation of at least two major local concentrated sales efforts involving hotel sales staff.
• Take responsibility for the daily administration of the Sales Office.
• Maintain thorough knowledge of the hotels Sales policies and procedures.
• Coordinate the effective utilization of policies and procedures throughout the sales department and all other departments in the hotel.
• Assist the Director of Sales with his/her daily duties.
• Carry out the duties of the Director of Sales and/or the Catering Manager in case of absence.
• Meet with clients in the absence of the Director of Sales or Catering Sales Manager.
• Effectively and professionally convey necessary fundamentals and details of the sale to the client.
• Utilize an efficient sales strategy for the maximization of hotel revenue.
• Compose and type routine correspondence, reports or contracts (to include banquet event orders, sales contracts, PACE report, statistical reports, etc.) based on organizational practice, policies and procedures at the direction of the Director of Sales.
• Ensure all documents produced by the Sales Department (i.e. BEOs, contracts, rooming lists, proposals) are completed accurately and on time.
• Maintain a filing system and file sales records, correspondence and other miscellaneous items.
• Relay beneficial information from meetings to the Sales Department.
• Schedule appointments, travel arrangements, reservations and conference rooms for clients and/or members of the Sales Department.
• Coordinate necessary arrangements with vendors relating to sales.
• Establish strong relationships with vendors to ensure the maximization of hotel revenue.
• Ensure that all completed employee paperwork is received by the appropriate department/person.
• Answer the telephone and give information to callers or route calls to appropriate sales personnel.
• Read and route incoming mail and prepare outgoing mail related to the Sales Department.
• Send information to guests that inquire about the property.
• Work with clients to book Pool Parties and other small functions.
• Send group room contracts to clients in a timely manner and follow up to ensure that they are returned to the hotel on time.
• Follow up with past client events by sending out surveys.
• Compile Guest Surveys and distribute them to Department Heads.
• Post advanced deposits/payment to group accounts.
• Create Fliers, Mailers, Certificates, etc. to promote new business.
• Research Internet Sites for possible Hotel link opportunities.
• Assist the Director of Sales in preparing reports for the Daily Revenue Meeting.
• Actively contribute to daily Sales and Revenue meetings, weekly sales meetings, and weekly revenue meetings.
• Make copies of correspondence or other printed material.
• Assist other office staff during periods of absence and downtime.
• Respond quickly to guest requests in a friendly manner.
• Follow up to ensure guest satisfaction.
• Provide a professional image at all times through appearance and dress.
• Follow company policies and procedures.
• Perform other duties as assigned by supervisor or management.

Requirements

• Three to six months of sales and/or clerical experience required.
• Exemplary performance will be given special consideration.
• Strong administrative or hospitality experience.
• Excellent communication and organization skills.
• Professional, polished, and detail-oriented.
• Comfortable with technology and office platforms.

Skills

• Sales
• Clerical
• Administrative support
• Contract preparation
• Proposal preparation
• Report preparation
• File maintenance
• Calendar management
• Sales record keeping
• Client communication
• Meeting coordination
• Data entry
• Office duties
• PMS/Revenue Systems
• Sales policies and procedures
• Vendor coordination
• Telephone answering
• Mail handling
• Guest services
• Event booking
• Survey compilation
• Payment posting
• Marketing material creation
• Internet research
• Meeting contribution
• Copying
• Office platform usage

Location

• Austin, TX 78704

Work Type

• Full Time
• Onsite

Experience Level

• Entry Level

Education Level

• High School diploma or equivalent

Benefits

• Competitive pay and benefits that support your life inside and outside the hotel
• A positive and supportive office environment
• Opportunities to learn hotel sales and grow professionally

About the Company

• Embassy Suites - Austin