Hotel Sales Administrative Assistant

Mt. Washington Pediatric Hospital; New Mexico; On-site; USD 41,000 - 55,000; Full time

Job summary

Buffalo Thunder Resort is seeking a Sales Administrative Assistant to support the Sales and Catering team with essential administrative tasks. You will prepare contracts, BEOs, client files, and materials for meetings and events, while ensuring accurate documentation and timely communication.

The ideal candidate is organized, detail-oriented, and personable, thriving in a fast-paced resort setting. Must have strong MS Office skills and a commitment to exceptional guest service.

Qualifications

• High school diploma or equivalent required; hospitality training preferred.
• 1 year prior administrative, hospitality, sales or catering experience
• Strong organizational and time-management skills
• Excellent verbal and written communication skills
• Professional and friendly telephone and interpersonal skills
• Attention to detail and accuracy
• Ability to multitask and meet deadlines in a fast-paced environment
• Experience with Microsoft Office applications including Word, Excel, and Outlook
• Experience with Delphi and/or Hilton systems preferred
• Ability to work both independently and as part of a team
• Commitment to outstanding guest and client service
• Willingness to develop proficiency in PEP

Responsibilities

• Manage contract turnover process from Sales to operations with timely communication
• Prepare resumes and business documents
• Prepare contracts, BEOs, and event-related documents during peak periods
• Create BEOs for internal meetings/events
• Maintain Banquet Event Order Binder and Daily Change Log routing
• Prepare Sales Kits and other materials for the Sales and Catering team
• Assist with administrative tasks, correspondence, and client documentation
• Maintain organized filing system
• Prepare materials for client meetings, site visits, and events
• Process and submit Hilton Honors Event Planner Points for qualifying events
• Coordinate client amenity requests with resort departments
• Follow up on administrative items to ensure timely completion
• Greet walk-in clients and prospective guests professionally
• Answer calls and emails and direct to appropriate department
• Respond to general inquiries about resort services and events
• Provide exceptional service to clients, guests, and internal departments
• Support department with other admin duties
• Create and manage physical and electronic filing systems

Skills

Organization

Communication

Telephone skills

Microsoft Office

Delphi

Hilton systems

Teamwork

Guest service

PEP

Education

High school diploma or equivalent

Tools

Microsoft Office (Word, Excel, Outlook)

Delphi

Hilton systems

PEP

Job description

• Base Pay $23.00 / Hour
• Employee Type Full Time - Non Exempt
• Manage Others No

Contact information

• Name Judy Ruggles
• Phone [phone]
• Email [e-mail]

Description

The Sales Administrative Assistant provides essential administrative and operational support to the resort's Sales and Catering team. This position helps ensure the sales office operates efficiently by preparing documents, maintaining organized client files, assisting guests and walk-in clients, coordinating client requests, and providing professional support.

The ideal candidate is highly organized, detail-oriented, personable, and comfortable working in a fast-paced resort environment where exceptional guest service and attention to detail are essential.

KEY RESPONSIBILITIES

• Manage contract turnover process from Sales to the appropriate operational departments, ensuring all required documents are communicated in a timely manner.
• Prepare resumes and business-related documents.
• Prepare contracts, Banquet Event Orders (BEOs), and other event-related documentation as needed during periods of peak business to ensure timely and accurate support for the Sales and Catering team.
• Create BEO's for all internal resort meetings/events
• Maintain Banquet Event Order Binder, including routing of Daily Change Log
• Prepare Sales Kits and other materials to support the Sales and Catering team.
• Assist team with administrative tasks, correspondence, and client documentation.
• Maintain accurate and up-to-date filing system.
• Assist with preparing materials for client meetings, site visits, and events.
• Process and submitHilton Honors Event Planner Pointsfor qualifying events.
• Coordinate and communicate client amenity requests with the appropriate resort departments.
• Follow up on administrative items to ensure client and sales team needs are completed in a timely manner.

Guest & Client Service

• Greet and assist walk-in clients and prospective guests in a professional and welcoming manner.
• Answer incoming telephone calls/emails and direct callers to the appropriate department or team member.
• Respond to general client inquiries and provide information regarding resort services, events, and sales contacts.
• Provide exceptional service to clients, guests, and internal departments.
• Assist with client requests and help ensure a seamless experience from initial contact through completion.

Office Administration

• Create, organize, and maintain physical and electronic filing systems.
• Ensure sales and catering filing system is organized, up to date and easily accessible.
• Order and maintain office supplies and monitor inventory levels.
• Assist with general office organization and administrative projects.
• Maintain confidentiality of client, group, and company information.
• Support the Sales and Catering department with other administrative duties as assigned.

Qualifications

High school diploma or equivalent required; additional education or hospitality training preferred.

• 1 year prior administrative, hospitality, sales or catering experience
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Professional and friendly telephone and interpersonal skills.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Experience with Microsoft Office applications, including Word, Excel, and Outlook.
• Experience with Delphi and/or Hilton systems preferred
• Ability to work independently while also functioning effectively as part of a team.
• Commitment to providing outstanding guest and client service.
• Ability and willingness to develop proficiency in PEP

Physical Requirements:

• Position requires approximately25% standing, 25% walking, and 50% sitting.
• Ability to lift and/or carry up to25 poundsas needed.
• Regular movement throughout the property, including guest areas, meeting and event spaces, kitchens, dining areas and other operational areas.

The resort is an equal opportunity employer and values a diverse and inclusive workplace.

DISCLAIMER STATEMENT: This job description is intended to outline the primary duties and responsibilities of the position. Employees may be required to perform additional duties and responsibilities as needed to support business operations and meet the evolving needs of the resort.