Sales Administrative Assistant

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

About Us

The Westin Annapolis boasts an exceptional downtown location, creating a welcoming atmosphere that encourages our guest to visit, enjoy, and stay awhile. By joining our team, you also benefit from the HEI Loves culture, which is dedicated to celebrating our associates. We offer highly competitive compensation, benefits, paid time off programs and Daily pay. Our associates can take advantage of a wide range of offerings, including health and wellness packages, robust retirement plans, travel benefits, product and service discounts, and much more. The Westin Annapolis is a fantastic place to work, providing a family-friendly environment where we work hard while having fun.

Compensation

Salary Range: $21.00 - $23.00 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 our '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.