Job Summary-Hampton Inn & Suites Panama City Beach Beachfront Hotel
The Sales Administrative Assistant supports the Sales team by managing clerical and administrative tasks, such as coordinating meetings, and facilitating office communications. This role offers up to 40 hours per week, primarily Monday through Friday, with occasional weekend work.
Key Responsibilities
- Hilton/PEP Experience: Familiarity with Hilton systems is beneficial; training will be provided if necessary.
- Technical Skills: Proficient in basic computer operations, including Excel spreadsheets.
- Customer Service: Maintain a friendly, service-oriented approach in all interactions with guests and colleagues.
- Information Management: Directly manage office communications, including phone calls, appointments, and inquiries to support the Sales staff effectively.
- Appointment Setting: Respond to phone inquiries, assess client needs, and coordinate referrals to the Sales Coordinator and Director of Sales.
- File Management: Compile and maintain both physical and digital files on clients, leads, expenses, and sales, providing related reports as needed.
- Administrative Support: Assist the Sales and Catering team with tasks such as inputting rooming list.
- Event Coordination: Collaborate with the manager to plan and execute special events, including meetings with clients and vendors.
- Point of Contact: Act as the liaison for the Sales Department, managing communication from management, coordinating calendars, and assisting with travel arrangements.
- Office Organization: Maintain organized files and workspaces, order office supplies as necessary.
- Catering Coordination: Assist in arranging catering and beverage services for events.
- Reporting and Projects: Generate special reports and complete projects as assigned by the Director of Sales.
- Documentation: Handle necessary paperwork for various requests, including telephone, amenity, key, and vendor requests.
- BEO Management: Support the creation and modification of Banquet Event Orders (BEOs) and coordinate pre- and post-conference meeting invites.
- Proactive Support: Show initiative by anticipating the needs of guests and team members.
- Service Recovery: Assist in addressing guest concerns proactively, escalating issues to the supervisor as needed.
- Policy Adherence: Follow all company policies and procedures, maintaining compliance with established standards.
- Additional Duties: Perform other tasks as assigned by management.
This position is ideal for someone who is organized, detail-oriented, and enjoys working in a fast-paced environment.
Please send all resumes to jrpage@innisfreenotels.com or contact JR Page at 469-855-5574.
