Primary function is to provide support to the sales managers through execution of paperwork, coordination of details and providing assistance in the sales/catering process.

 

ESSENTIAL DUTIES

 

Prepare proposals and contracts as requested/required by sales managers in a timely manner and follow through to completion Prepare contracts using the create/edit merge documents in Delphi Fax documents and retrieve/deliver incoming faxes to mailboxes Create labels and mass mailings as requested/required by sales managers Distribute outgoing mail (AM & PM) to the Executive Office and retrieve mail from the Executive Office for distribution to mailboxes Prepare sales kits Compose letters and general correspondence Create accounts and bookings in Delphi Inputs all pickup into Delphi Inspects site rooms upon request Translate when requested Provide excellent customer service Retrieve, log and distribute leads (lead catcher) Practice and maintain good telephone techniques. Answer phones by the 2nd ring Communicate and obtain complete, detailed information in a professional, courteous manner in the shortest amount of time possible Good verbal communication and listening skills are required Process all correspondence as assigned using proper grammar, set-up, spelling and composition within the assigned time limits Maintain office files in an organized manner for easy access and future reference Provide positive, professional guest contact, making guests feel comfortable. Answer guests’ questions and solve guest problems, thereby reducing guest complaints Copy and/or compile information as required/requested and distribute on a timely basis to communicate essential information with staff and all hotel departments Take and distribute messages. All messages should include the name of the caller, nature of the call, phone number of caller, date and time call was received. Obtain complete and accurate information and distribute to the receiving party on a time basis Accurately type all contracts, proposals, etc. as instructed by the sales managers. Distribute the items on a timely basis to appropriated staff and clients Maintain a well-organized, clean and appealing facility and enhance the image of the sales office to make clients feel comfortable and maximize productivity

 

QUALIFICATIONS/SKILLS

 

Type at least 50 wpm; proficient computer skills: proficient in Word, Excel & Outlook. Delphi knowledge a plus Must be flexible enough to work any shifts including evening, weekends and holidays High school diploma or equivalent

 

At least one year of hotel or retail guest service experience. Good written and verbal communication skills