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Omni Fort Worth Hotel · 7 hours ago

Administrative Assistant - Sales and Catering

US-VA-Charlottesville

Full-time

Onsite

New Grad, Entry Level

Omni Fort Worth Hotel is a hospitality establishment located in Charlottesville, VA, offering a range of services and amenities. They are seeking an Administrative Assistant for the Sales and Catering Department to handle various administrative tasks, ensuring superior service to guests and supporting the sales team efficiently.

Hospitality

Responsibilities

Answers all calls to sales office by third ring

Takes detailed inquiry leads and submits to appropriate manager

Daily Checks Voicemails and distributes to Sales Managers Appropriately

Ensures that all managers receive leads in a timely manner (name and phone, group or company name, number of caller, date and time call received)

Greets and appropriately handles all “walk in” guests

Checks own mailbox in the morning and afternoon

Assists with File Turnover from Sales to CS/Catering. When new contracts are signed and turned definite, prints and prepares new file for new business. Ensures a copy of the signed contract, along with booking recap, and turn over sheet are present in the file before turning file over to CS/Catering Team

Maintain & keep a tidy Sales Closet/Sales Storage, and Sales Office Space

Order office supplies for Department

Maintains file system per SOP

Updates and maintains a tidy bulletin board

Schedules and prioritizes work load to meet deadlines of all managers

Routes copies of BEO Packet, Resume, Daily Event Log – weekly to all departments

Routes copies of Revised/Pop Up BEOs and Revised/Pop-Up Resumes, upon request

Send weekly and daily cut off reports to all Sales Managers

CS Wedding Room Blocks and prepare Wedding Room Block Resumes

Create PO’s and check requests

Post checks upon request

Assist with Travel Commissions

Assists with mailing packages to clients as necessary, processing outgoing mail

Assist Sales & Catering Managers with reservation requests, as needed

Enters work orders in Synergy as directed by department managers

Audit Rooming Lists and Routing, per request of CS Managers

Creates boxed lunch labels and other signage for banquets, per request

Assist CS and Catering Team with diagraming, per request of individual managers

Per Sales Manager Request - Types and distributes all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate

Maintain monthly audit and communicate with Group Reservations Coordinator to insure GRC blocks are the same as ORS blocks

Assist in compilation of material for the Sales & Marketing budgeting and Marketing Plan process

Give group histories to other hotels and obtain them from hotels as needed

Serve as hotel liaison for sales automation with corporate office sales automation manager, upon request

Takes minutes at committee/assistant meetings as directed

Participates in schedule rotation for late coverage on days the office closes early

Travel as necessary for training/conferences

Additional responsibilities as assigned by Director of Sales and Marketing and/or Director of Catering and Convention Services

Assists other departments, upon request of Sales Management

Must be able to work alone, as well as work well with others

Must have great communication skills

Maintain a professional appearance and attitude at all times

Must be extremely computer savvy (MS Office (word, excel, outlook))

Previous knowledge of Delphi, Opera, and Synergy preferred

Must have good organizational skills

Previous Admin Experience or Hotel Experience Preferred, but not required

Qualification

MS OfficeDelphiOperaSynergyOrganizational skillsProfessional appearanceAdministrative experienceHotel experienceAssociate degreeCommunication skillsTeamwork