Sales Administrative Assistant

Omni Hotels & Resorts; Pittsburgh (Allegheny County); On-site; USD 32,000 - 42,000; Full time

Job summary

Omni William Penn Hotel in downtown Pittsburgh seeks a detail-oriented administrative clerk to support daily hotel operations.

You will handle correspondence, manage files, process bookings, and ensure timely messaging to managers. Proficiency in MS Office and strong communication are essential. Join a team that values accuracy and professional service in a historic, upscale environment.

Qualifications

• Experience handling booking notices, letters, and contracts.
• Maintains account files and ensures information is up to date.
• Answer phones promptly with clear communication according to Omni standards.

Responsibilities

• Schedules workload to meet deadlines set by the manager.
• Services Express, Associations, SMERF, Corporate, and National Corporate.
• Types and distributes correspondence for the assigned manager.
• Process thank you letters with function evaluation.
• Maintains readerfiles and keeps manager files complete.
• Coordinates general office functions and timely message delivery.
• Order office supplies and observe budget guidelines.
• Perform other duties as assigned by management.

Skills

MS Office

Phone etiquette

Communication skills

Filing and records management

Attention to detail

Education

High school diploma or GED

Tools

MS Office Suite

Job description

Omni William Penn Hotel Since 1916, the Omni William Penn Hotel has been a landmark of elegance in downtown Pittsburgh. Over the years, we've welcomed movie stars, politicians, world leaders, professional athletes, and business icons-cementing our place as one of the city's most celebrated destinations.

At Omni William Penn, our associates are the heart of our success. We foster an All In culture where respect, gratitude, and empowerment are part of every day. Here, you'll find: A supportive environment with training and mentoring opportunities, Dedicated teammates who take pride in delivering exceptional service, and A workplace where your contributions truly make a difference.

Essential Functions:

• Schedules work load to meet deadlines of manager.
• Services Express, Associations, SMERF, Corporate, and National Corporate.
• Types and distribute all correspondence, including booking notices, letters, contracts, etc. for assigned manager. Ensures that all correspondence is 100% accurate.
• Process thank you letters with function evaluation.
• Maintains account files and ensures that all information is included in file, i.e. post convention reports, letters, fax information, etc.
• Maintains Readerfiles for Managers.
• Coordinates general office functions.
• Ensures that all managers receive messages in a timely manner. (messages to include name and phone number of caller, date and time call received).
• Performs other duties as assigned by management.
• Responsible for ordering office supplies and maintaining budgeted guidelines for supplies.

Hotel Specific Essential Functions:

• Answer phone in Omni Standard, maximum of 3 rings
• All clerical completed in a timely basis with an Omni standard, 24-48 hours
• Ensure timely manner of message delivery as per Omni standard ( message includes name, phone #, date, time call received and initials.

Tools and Equipment:

• Computer and printer, typewriter, telephone, pen/pencil, photo-copying machine, file folders, filing cabinet, facsimile machine

Working Environment:

• Interior of hotel, in normal office conditions.

Physical Job Requirements (for essential functions only)

Lifting/Pushing/Pulling/ Carrying

• Infrequent to store office supplies on 8th floor and to retrieve as needed. Weights vary.

Bending/Kneeling

• Repeated bending and kneeling required while filing

Mobility

• Must be able to reach all areas of hotel to assist clients

Continuous Standing

• No continuous standing required

Climbing

• No climbing required

Driving

• No driving required

Work Environment

• Inside 100% of work period (usually 8 hours)
• Outside 0% of work period

Hearing/Vision/Speech/Literacy

• Hearing is critical (Telephone inquiries and client and associate handling)
• Vision is critical (Contracts and letters are hand written, filing, using computer, checking diary)
• Speech is critical (Must be able to communicate clearly with customers and other departments)
• Literacy is critical (Must be able to read manager letters, help prepare contracts and proposals)

Chemical/Agents Used

• No chemicals/agents used

Protective Clothing

• No protective clothing required

Equipment Operation

• Able to operate PC, photo copier, telephone, fax, etc

Other Considerations

There are no other considerations.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link:

EEOC is the Law Poster.