Sales Administrative Assistant

Jobs2Web; Irvine (CA); On-site; USD 42,000 - 52,000; Full time

Job summary

The Irvine Company is seeking an administrative professional to support daily operations in a hospitality-focused environment. You will handle mail, file coordination, contract typing, and front-desk tasks, ensuring smooth office coverage and accurate record-keeping.

Ideal candidates have 1–3 years in administrative roles, a Bachelor's degree preferred, strong organizational and communication skills, and the ability to manage multiple tasks with professionalism.

Qualifications

• 1 to 3 years of experience in administrative support or relevant work experience.
• Bachelor's degree preferred.
• Must be organized and capable of managing tasks on multiple, concurrent projects.
• Must have excellent verbal and written communication skills.
• Must have well-developed interpersonal skills with the ability to establish highly functional relationships with diverse personalities both within and outside the company.
• Project a professional image and demeanor.
• Understand, apply, and comply with all company policies and procedures.

Responsibilities

• Open and distribute all departmental incoming mail.
• Locate and attach appropriate file of correspondence to be answered by employer.
• Type contract(s) and correspondence.
• Coordinate office lunch and telephone coverage with office staff.
• Answer phone and relay in detail all messages to appropriate individual(s).
• Check incoming room lists to ensure they are the same as the block on the contract.
• Follow up all rooming lists and contract(s) to make each are received by due date.
• Distribute paperwork regarding booking confirmation to proper department(s).
• Audit pick up of group in-house each day and update Group Rooms Control (GRC).
• Type and distribute weekly VIP list and amenity request.
• Responsible for weekly reports and distribution of said reports.
• Distribute inquiries to appropriate managers for follow-up.
• Perform other duties as assigned or directed.

Skills

Verbal communication

Written communication

Organizational skills

Interpersonal skills

Multi-tasking

Education

Bachelor's degree preferred

Tools

MS Office

Job description

Select how often (in days) to receive an alert:

Schedule appointments, provide information to callers, relay information to reservation office; relieve officials of clerical work; provide administrative and business details.

Job Duties:

• Open and distribute all departmental incoming mail
• Locate and attach appropriate file of correspondence to be answered by employer
• Type contract(s) and correspondence
• Coordinate office lunch and telephone coverage with office staff
• Answer phone and relay in detail all messages to appropriate individual(s)
• Check incoming room lists to ensure they are the same as the block on the contract
• Follow up all rooming lists and contract(s) to make each are received by due date
• Distribute paperwork regarding booking confirmation to proper department(s)
• Audit pick up of group in-house each day and update Group Rooms Control (GRC)
• Type and distribute weekly VIP list and amenity request
• Responsible for weekly reports and distribution of said reports
• Distribute inquiries to appropriate managers for follow-up
• Perform other duties as assigned or directed

Minimum Qualifications / Other Expectations:

1 to 3 years of experience in administrative support or relevant work experience.

Bachelor's degree preferred.

Must be organized and capable of managing tasks on multiple, concurrent projects.

Must have excellent verbal and written communication skills.

Must have well-developed interpersonal skills with the ability to establish highly functional relationships with diverse personalities both within and outside the company.

Project a professional image and demeanor.

Understand, apply, and comply with all company policies and procedures.

A breath of fresh air in an otherwise mundane sea of ordinary, Hotel Irvine offers a sleek, vibrant, look delivering a contemporary hospitality experience that provides guests with personalized service, pops of bright color and energy bursting from every space.

Our employee community is comprised of hard-working, dedicated hospitality professionals who deliver genuine, personalized service that stays with guests long after they’ve left. It’s an environment populated with talented, passionate and experienced people, a collaborative spirit and abundant opportunities.

The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.