Sales Admin Specialist-Grp/Charter/Incentive

AmaWaterways; Calabasas, Northern (CA, KY); Hybrid; USD 65,000 - 70,000; Full time

Job summary

AmaWaterways in Calabasas, CA is seeking a Sales Administrative Specialist (Group, Charters & Incentive Sales) to provide administrative, analytical, and project management support across teams. You will partner with the Director and sales org to keep operations efficient, manage priorities, and drive revenue initiatives.

This role offers hands-on exposure to proposals, customer engagements, charter operations and cross-functional collaboration, with room for growth into a sales-focused career.

Qualifications

• Bachelor’s degree or equivalent experience.
• Strong organizational and time-management skills in a fast-paced environment.
• Proficiency in Microsoft Excel and Word; PowerPoint preferred.
• Excellent written and verbal communication skills.
• Strong analytical skills with attention to detail.
• Proactive, adaptable, and solutions-oriented mindset.
• Interest in sales, travel, or hospitality.

Responsibilities

• Act as a central coordination point across Group Sales, Charter Sales, and Incentive Sales.
• Support the Director with administrative tasks, reporting, and follow‑ups.
• Manage incoming requests and ensure proper routing and timely responses.
• Maintain and continuously improve checklists, workflows, and tracking tools.
• Facilitate clear and consistent communication flow across departments.
• Monitor and track upcoming expiring options and ensure timely follow‑up and action.
• Conduct bi‑weekly review of SGBL reports to identify upcoming or recently expired charter options and assist with follow‑up as requested.
• Assist with proposal development and supporting documentation (including training on proposals).
• Support charter sales and operations, including managing customer requests and coordinating logistics.
• Submit custom requests and serve as a conduit between Charter Sales and Operations teams.
• Help manage increasing charter activity by supporting day‑to‑day sales needs and operational coordination.

Skills

Organizational skills

Time management

Microsoft Excel

Microsoft Word

PowerPoint

Communication skills

Analytical skills

Proactive mindset

Adaptability

Sales/travel hospitality interest

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Calabasas, CA, US

Salary Range: $65,000.00 To $70,000.00 Annually

At AmaWaterways, we believe meaningful careers begin with purpose, passion and a shared commitment to delivering unforgettable experiences. For those who value curiosity, connection and personal enrichment, AmaWaterways offers the opportunity to help craft meaningful river journeys that invite travelers to follow their own current. Built on a foundation of heartfelt hospitality, we treat our guests—and each other—with genuine care, warmth and respect. AmaWaterways fosters a collaborative environment both onboard our ships and across our global network of offices, where team members grow together, support one another and take pride in upholding the high standards and thoughtful service our company is known for.

We invite talented, motivated professionals to explore our career opportunities and begin their journey with AmaWaterways today.

Role Summary

The Sales Administrative Specialist (Group, Charters & Incentive Sales) serves as a key utility player supporting Group Sales, Charter Sales, and Incentive Sales by providing administrative, analytical, and project management support across teams. This role partners closely with the Director and broader sales organization to maintain efficient operations, stay ahead of priorities, and support revenue-driving initiatives. The position plays an important role in coordinating activities, improving processes, and ensuring seamless communication across departments, while also providing hands‑on exposure to proposals, customer engagement, charter operations, and cross-functional collaboration with opportunity for future growth into a sales-focused role.

Key Responsibilities

Administrative & Coordination Support

• Act as a central coordination point across Group Sales, Charter Sales, and Incentive Sales
• Support the Director with administrative tasks, reporting, and follow‑ups
• Manage incoming requests and ensure proper routing and timely responses
• Maintain and continuously improve checklists, workflows, and tracking tools
• Facilitate clear and consistent communication flow across departments
• Monitor and track upcoming expiring options and ensure timely follow‑up and action
• Conduct bi‑weekly review of SGBL reports to identify upcoming or recently expired charter options and assist with follow‑up as requested
• Assist with proposal development and supporting documentation (including training on proposals)
• Support charter sales and operations, including managing customer requests and coordinating logistics
• Submit custom requests and serve as a conduit between Charter Sales and Operations teams
• Help manage increasing charter activity by supporting day‑to‑day sales needs and operational coordination

Data, Analytics & Reporting

• Maintain and manage the master portfolio of 50+ land packages, ensuring accuracy and completeness
• Update and manage Charter Master Land Package details, including destinations, availability, and optimal airport options
• Track booking trends, option status, and package performance
• Update and manage Charter Quoting Calculation Tools for 2026 and 2027, including both USD and CAD pricing structures
• Create and maintain reports using Microsoft Excel and Word; support presentations in PowerPoint
• Assist with reporting needs for the Department Director and provide data‑driven insights to support decision‑making

Project Management & Process Improvement

• Coordinate multiple initiatives and projects, ensuring timelines and deliverables are met
• Identify operational inefficiencies and recommend process improvements
• Support implementation of new workflows, tools, and best practices
• Update and manage proposal checklists to ensure consistency and quality across deliverables
• Provide support for future project management initiatives and contribute to process development as the team evolves

Relationship Management & Communication

• Support new and innovative ways to build and strengthen relationships with internal stakeholders and partners
• Collaborate cross‑functionally to ensure alignment between sales, operations, and support teams
• Serve as a reliable connector who ensures information flows effectively across teams

Qualifications

• Bachelor’s degree or equivalent experience
• Strong organizational and time‑management skills with the ability to multitask in a fast‑paced environment
• Proficiency in Microsoft Excel and Word required; PowerPoint preferred
• Excellent written and verbal communication skills
• Strong analytical skills with attention to detail
• Proactive, adaptable, and solutions‑oriented mindset
• Interest in sales, travel, or hospitality

Success Profile

• Thrives as a utility player in a fast‑paced, dynamic environment
• Highly organized with strong follow‑through and accountability
• Able to manage multiple priorities while staying on top of details
• Curious, coachable, and motivated to grow professionally
• Comfortable balancing administrative work, analytics, and cross‑functional coordination

Core Competencies

Ethics & Integrity

Leads with integrity, transparency, and professionalism; honors commitments; builds trust through consistent actions; upholds AmaWaterways' values and standards.

Takes ownership of responsibilities; follows through on commitments; meets deadlines; communicates proactively when circumstances shift.

Partners effectively across teams and functions; values diverse viewpoints; build trust; advances shared goals and collective success.

Communication

Communicates clearly and thoughtfully; adapts messaging; listens actively; presents ideas with confidence and purpose.

Customer Focus

Responds with care and professionalism to internal and external customer needs; navigates challenges constructively; seeks feedback to elevate the experience.