Group Sales Coordinator

Jobs2Web; Newport Beach (CA); On-site; USD 40,000 - 60,000; Full time

Job summary

The Irvine Company in Newport Beach seeks an Administrative Assistant to support the Director of Sales & Marketing in the overall department operations. You will prepare reports, manage inquiries, coordinate calendars, and assist with onboarding and SOPs.

You will create and edit spreadsheets, handle correspondence, and communicate with all levels of the organization, ensuring smooth daily activities and effective team collaboration.

Qualifications

• Education and/or Experience- High school Diploma, Batchelors Degree preferred. Sales and hospitality experience. Computer literate.
• Mathematical Skills – Basic Math
• Language Skills- Ability to read and understand simple instructions. Ability to effectively present information in a one-on-one or group situation.
• Reasoning Ability- Deductive/inductive reasoning, analysis reasoning. Resourceful
• Other Skills and Abilities- Communication, people skills, organization skills, ability to handle multiple tasks; computer and software literate. Experience with Delphi and Opera a plus.

Responsibilities

• Assist and report to the Director of Sales & Marketing in the administrative functions of the Sales & Marketing Department.
• Completing and distributing reports including month end, site inspections, client correspondence, business plan, and group contracts.
• Qualifying general sales inquiries and directing inquiries to appropriate manager.
• Maintain responsibility as the Sales Department's Lead catcher for all incoming leads.
• Create and edit spreadsheets and correspondence in Smartsheets, Google Sheets aligning with department goals.
• Prepare SOP documents, presentations, and written memos for the Sales Department.

Skills

Communication

People skills

Organization skills

Delphi

Opera

Computer literate

Education

High school diploma

Bachelor's degree preferred

Tools

Delphi

Opera

Job description

Select how often (in days) to receive an alert:

Assist and report directly to the Director of Sales & Marketing in the administrative functions of the overall Sales & Marketing Department.

• Completing and distributing reports including month end, site inspections, client correspondence, business plan, and group contracts.
• Qualifying general sales inquiries, responding personally and directing inquiries to appropriate manager.
• Maintain responsibility as the Sales Departments Lead catcher for all incoming leads
• Create and edit spreadsheets and correspondence in Smartsheets, Google Sheets that correlate with the Sales Departments goals.
• Prepare SOP documents, presentations, and written memos on behalf of the Sales Department
• Submit departmental invoices into checkbook for approval.
• Champion the on-boarding training procedures for the Sales Department.
• Manage inquiries and calendar in the absence of the DOSM and communicate accordingly.
• Must be able and willing to communicate with all individuals at all levels of the Irvine Company.
• Answer phone and relay in detail all messages to appropriate individual(s)
• Distribute paperwork regarding booking confirmation to proper department(s)
• Audit pick up of group in-house each day and update Group Rooms Control (GRC)
• Type and distribute weekly VIP list and amenity request
• Distribute inquiries to appropriate managers for follow-up
• Perform other duties as assigned or directed

Minimum Qualifications / Other Expectations:

Education and/or Experience- High school Diploma, Batchelors Degree preferred. Sales and hospitality experience. Computer literate.

Mathematical Skills – Basic Math

Language Skills- Ability to read and understand simple instructions. Ability to effectively present information in a one-on-one or group situation.

Reasoning Ability- Deductive/inductive reasoning, analysis reasoning. Resourceful

Other Skills and Abilities- Communication, people skills, organization skills, ability to handle multiple tasks; computer and software literate. Experience with Delphi and Opera a plus.

Perched upon 504 acres of unrivaled coastal beauty, The Resort at Pelican Hill is a world unto itself with seven exceptional dining options, 36 holes of world-class golf and the #1 Spa in California.

Our employee community is comprised of hard-working, dedicated hospitality professionals who create memorable experiences that stay with guests long after they’ve left. It’s an environment populated with talented, passionate and experienced people, a collaborative spirit and abundant opportunities.

The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.