Sales Administrative Assistant

The Hotel at Avalon; Annapolis (MD); Hybrid; USD 29,000 - 32,000; Full time

Benefits offered by this job

Competitive compensation

Paid time off

Health and wellness packages

Retirement plans

Travel benefits

Employee discounts

Job summary

The Westin Annapolis on-site sales administrative assistant role supports the Sales team with data entry, paperwork, and client liaison duties. You will handle booking inquiries, prepare contracts, and ensure timely distribution of documents across hotel and supplier teams.

The position requires basic administrative skills, strong communication, and proficiency in Microsoft Office Suite. The role may involve coordinating VIP reservations and maintaining filing systems, with a focus on accuracy

Qualifications

• Hotel experience preferred.
• Basic administrative knowledge such as business letters, formats, and telephone etiquette.
• 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

Hotel experience

Administrative knowledge

Microsoft Office Suite

Communication skills

Job description

## Sales Administrative AssistantApply: On-Site: Westin Annapolis - Annapolis, MD: Full time: Posted Today: JR119929**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. Apply today to learn more about becoming part of our team!Don't meet every single requirement of this job? At HEI we are dedicated to building a diverse and inclusive workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to still send in your information. You may be the perfect candidate for this or for other roles within our organization! We value U.S. military experience and invite all qualified military candidates to apply.**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.