Marketing Coordinator

HEI Hotels & Resorts; West Hollywood (CA); On-site; USD 44,000 - 48,000; Full time

Benefits offered by this job

401(k) matching

Hotel room discounts

Dental and vision insurance

Job summary

HEI Hotels & Resorts is seeking an Administrative Assistant to support the Sales Team at The Sun Rose West Hollywood. You will handle inquiry coordination, document processing, and VIP reservations, ensuring smooth communications with clients and internal teams.

The role emphasizes strong MS Office skills, professional communication, and reliable organizational abilities in a hotel sales environment.

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 access and accurately 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, such as effectively communicating with supervisors, coworkers, public etc.

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. Retrieve documents from and place documents into proper receptacles located up to 6 feet high, such as mailboxes, file cabinets, etc.
• 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.

Skills

Customer service

Administrative skills

Microsoft Office

Communication skills

Tools

Microsoft Office Suite

Job description

About Us Located on the iconic Sunset Strip, The Sun Rose West Hollywood is a newly rebranded, independent, award-winning hotel and a proud member of Preferred Hotels & Resorts. The property features 149 guest rooms and suites, a signature rooftop poolside restaurant, a full-service spa, and an intimate live music venue. Set on the former House of Blues site, The Sun Rose is writing its next great chapter with a guest experience rooted in design, cultural expression, and a strong sense of place. Delivering an experience that’s magnetic, quietly bold, and unmistakably West Hollywood.

About Us Located on the iconic Sunset Strip, The Sun Rose West Hollywood is a newly rebranded, independent, award-winning hotel and a proud member of Preferred Hotels & Resorts. The property features 149 guest rooms and suites, a signature rooftop poolside restaurant, a full-service spa, and an intimate live music venue. Set on the former House of Blues site, The Sun Rose is writing its next great chapter with a guest experience rooted in design, cultural expression, and a strong sense of place. Delivering an experience that’s magnetic, quietly bold, and unmistakably West Hollywood.

Compensation Salary Range: $32.00 - $35.00 Hourly
Tipped/Service Charge Eligible? No
Discretionary Performance Bonus Eligible? No

Overview Assist the Sales Team in the administrative functions required for effective hotel sales and management.

Essential Duties And 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. Retrieve documents from and place documents into proper receptacles located up to 6 feet high, such as mailboxes, file cabinets, etc.
• 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.

Qualifications And Skills

• 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 access and accurately 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, such as effectively communicating with supervisors, coworkers, public etc.

Benefits HEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you!
For your physical and mental wellness we offer competitive Medical and Dental programs through Anthem Blue Cross Blue Shield as well as Vision insurance programs through EyeMed. Our Vacation, Sick and Holiday programs are available for you to rejuvenate with time off. HEI also provides pet insurance through the ASPCA. For your financial wellness, HEI provides a wide array of coverage, including Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans. Our 401(k) Savings Plan with matching funds, and discounts through your 'YouDecide' and Hotel Room Discount programs provide additional incentives for choosing HEI as the employer of your future. Specific details and eligibility of these programs vary by location and employment status.

HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

Applicants with arrest or Conviction records will be considered for Employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers, the San Francisco Fair Chance Ordinance and the California Fair Chance Act.