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Omni Hotels & Resorts · 1 day ago

Sales Administrative Assistant- Full Time

Carlsbad, CA

Full-time

Onsite

Entry Level

$28.20/hr - $28.20/hr

2+ years exp

Omni La Costa Resort & Spa is a renowned wellness destination in Carlsbad, CA, known for its exceptional service and dynamic work environment. The Sales Administrative Assistant will support the sales team and management by handling correspondence, managing workloads, and assisting with logistics for site inspections and sales trips.

ConsultingEventsFood and BeverageHospitalityResorts

Responsibilities

Effectively prioritizes and manages a varied workload to meet deadlines of all managers

Prepares and distributes correspondence relevant to group sales, including booking notices, letters, contracts, proposals, site inspection notifications, amenity cards, expense reports, and general administrative paperwork for assigned managers, while ensuring all correspondence is 100% accurate

Ability to navigate and respond to a variety of unique on-line RFP tools (Cvent, FLIP and G-Leads, MeetingBroker, etc.) on behalf of sales managers

Must have thorough knowledge of Delphi.fdc data entry, standards, function and booking/blocking of space, GRC, accounts, contacts, bookings, reports

Works proficiently and quickly with daily use of Delphi.fdc

Maintains account files, ensuring content such as contracts, contract addendums, post-convention reports and client correspondence is current, and arranged as specified in the SOP

Coordinates general office functions, such as inventory & stocking of supplies, Prepare documents, presentations, correspondence, contracts and addendums

Ensures that all business inquiry calls are given the highest priority, and meet the Omni Sales Intensity “Take No Messages” standard

Utilizes the Sales Inquiry Form and is able to qualify business inquires by telephone, gathering basic pre-screening information from the client and quickly develops rapport to create a positive “first impression”. Ensures information gathered is accurate, thorough and recorded neatly

Ensures messages are delivered to the appropriate person in a timely manner, including name and phone number of caller, date and time call received, as well as relevant information shared by caller

Assists sales managers with the logistics of pre-planning and implementation of site inspections, including but not limited to, ordering of specialty amenities, coordinating printing, purchasing gifts, room inspections and working with operational departments to ensure all aspects of the site inspection are “client ready”

Assists sales manager with logistics of pre-planning and post-trip follow up for sales trips and client events

Has a complete understanding of the phone system, office telephone procedures, and standards

Understands the advance deposit procedures and accounting standards related to groups

Receives group and catering leads from multiple on-line channels and quickly is able to assess and assign to the appropriate manager

Is familiar with all resort services/features and local attractions/activities to respond accurately to any guest inquiry

Performs other duties as assigned by management

Complies with all uniform and grooming standards

Is familiar with work schedules, reporting to work, paid time-off, vacation requests

Complies with and understands cafeteria meal times and other breaks

Knows fire alarm and other emergency procedures such as:

Fire prevention and safety regulations

Procedures for guest or associate accidents

Use of hazardous chemicals, The Right to Know Law (OSHA)

Knows how to continuously improve guest service using the Omni Service Tradition program

Understands how to meet or exceed service expectations using the Power of One philosophy

Knows how to acknowledge exceptional guest service using the Omni Service Champions program

Has advanced knowledge of office equipment, photocopy machine and computers

Qualification

Delphi.fdcCventMicrosoft OfficeOpera PMSCustomer serviceHospitality experienceSales environment experienceWritten communicationOral communication

Required

Proficient computer skills are required; Delphi.fdc, Opera PMS system, Cvent, Microsoft Office, Excel, Word, etc

Must have excellent written and oral communication skills in fluent written and spoken English

Previous reservation experience in both group and leisure segment

Must have proven customer service ability, including handling complaints

Experience in a sales environment is required

Hospitality experience required, preferably in an upscale resort setting

Four year college or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience required