Hotel Sales Admin | VIP Reservations & Daily Pay

HEI Hotels & Resorts; Annapolis (MD); On-site; USD 29,000 - 32,000; Full time

Benefits offered by this job

Health and wellness packages

Retirement plans

Travel benefits

Employee discounts

Job summary

HEI Hotels & Resorts is seeking an Administrative Assistant to support the Westin Annapolis sales team. The role handles inquiries, contracts, and essential paperwork, ensuring smooth communications with clients and internal departments.

Responsibilities include data entry, mailings, and coordinating with departments to arrange VIP reservations and upgrades. A strong emphasis is placed on organization, accuracy, and professional phone etiquette during a fast-paced shift.

Qualifications

• Hotel experience preferred.
• Basic administrative knowledge such as business letters, formats, and telephone etiquette.
• Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact, and diplomacy.
• Ability to input information into a computer using Microsoft Office Suite.
• Ability to follow written and verbal instructions.
• Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation.
• Ability to set up and maintain filing systems.
• Effective verbal and written communication skills.
• Ability to adapt communication style to suit different audiences.

Responsibilities

• Act as Liaison between Sales Manager(s) and clients in Sales Manager's absence. Take booking inquiry information via phone and prepare proper paperwork.
• Uses various computer word processing and other software packages to enter data, produce contracts, correspondence, forms, memorandum, and other documents.
• Answer telephone and respond to caller inquiries speaking in a clear and pleasant manner. Exercise decision making skills to direct caller's request. Accurately record messages for staff and distribute the written messages to the staff members in a timely manner.
• Distribute documents to appropriate persons and locations to ensure prompt processing of time sensitive information by hotel and supplier staff. Transport documents weighing up to 10 pounds to offices, mailrooms, and other locations throughout the hotel building.
• Handle individual reservations for VIP clients. Ensure that all arrangements, including upgrades, are handled properly, coordinating with other departments through oral and written instruction.
• Organize, file, and retrieve documents in appropriate binders in order to maintain essential records used in the department operation.
• Comply with attendance rules and be available to work on a regular basis.
• Perform any other job-related duties as assigned.

Skills

Hotel experience

Customer service

Communication skills

Data entry

Phone etiquette

Adaptability

Tools

Microsoft Office Suite

Job description

HEI Hotels & Resorts is seeking an Administrative Assistant to support the Westin Annapolis sales team. The role handles inquiries, contracts, and essential paperwork, ensuring smooth communications with clients and internal departments.

Responsibilities include data entry, mailings, and coordinating with departments to arrange VIP reservations and upgrades. A strong emphasis is placed on organization, accuracy, and professional phone etiquette during a fast-paced shift.