Sales/Catering Administrative Assistant

				Overview:

The Sales-Catering Assistant will handle all administrative duties required by the Sales and Catering Department in order to provide superior services to our guests.

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.

Qualifications:

* 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.
* Associate degree or higher level education preferred (in business or equivalent fields preferred), but not required
			

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Omni Hotels Management Corporation

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