Sales Administrative Assistant

Omni Hotels & Resorts; Port Everglades (FL); On-site; USD 32,000 - 45,000; Full time

Job summary

Omni Fort Lauderdale Hotel is seeking an administrative support specialist for the Sales Department. You will assist the Director of Sales and Sales Managers with day-to-day operations, ensuring accurate correspondence and efficient use of Delphi for account tracking and bookings.

You will coordinate with multiple hotel departments, support sales kits, participate in market events, and help manage group reservations. Strong English communication and organizational skills are required.

Qualifications

• Previous catering, convention services, or sales support experience required (Large convention hotel preferred).
• High school education required; college degree preferred.
• Ability to clearly communicate in English with guests and team members, in person and by telephone.
• Proficiency inputting information into computer systems; Delphi experience strongly preferred.

Responsibilities

• Schedule and prioritize workload to meet deadlines for managers.
• Type and distribute all correspondence for assigned managers with 100% accuracy.
• Utilize Delphi to track, book and follow up on all accounts/bookings.
• Assist in lead caching distribution by territory and support sales kits/brochures.
• Support site preparation, sales calls, and attendance at events as required.
• Coordinate group reservations and relay requests through the Group Reservations team.
• Maintain and organize account/booking files with accurate history and deposits.
• Ensure timely message delivery to managers with caller details.

Skills

Delphi experience

Excellent communication

Strong organizational skills

Customer service mindset

Education

High school education

College degree preferred

Tools

Opera

Delphi

Oracle

Birchstreet

Kronos

Microsoft Office

Job description

Omni Fort Lauderdale Hotel

The Omni Ft. Lauderdale Hotel is a 29-story hotel, located at 1950 Eisenhower Blvd, and connected directly to the Broward County Convention. The property offers 801 guest rooms and suites, multiple restaurants, a vibrant rooftop bar, a sprawling pool, spa, and fitness center. The hotel has over 120,000 square feet of indoor and outdoor meeting and event space, including a grand ballroom, junior ballroom, 25 breakout rooms and pre-function meeting space with waterfront views.

JOB PURPOSE

To provide administrative support to the Sales Department. To support the Director of Sales and assigned Sales Managers with day to day operations and to ensure communication in their absence.

ESSENTIAL JOB FUNCTIONS

• Schedule & prioritize workload to meet deadlines of all managers.
• Type and distribute all correspondence, including proposals, booking notices, letters, contracts, etc. for assigned managers, ensuring that all correspondence is 100% accurate.
• Utilize Delphi correctly, to ensure managers can accurately track, book and follow-up on all accounts/bookings.
• Assist in the accurate distribution of lead caching by territory.
• Assist Sales Team with all Site preparation and support with sales kits / brochures etc.
• Assist managers with sales calls and participate in sites, FAMs, trade shows and other related market events as required.
• Assist Sales with collecting & routing favors (e.g. rooms/loyals/VIPs/upgrades) for individual reservations through the Group Reservations Coordinator. Confirmed Group requests go through Group Reservations Coordinator/Conference Services Manager.
• Maintain account/booking files and ensures that all information is included in file, i.e. accurate traces, turnover-checklist, history, letters, emails, deposits, letters, etc.
• Ensures that all managers receive messages in a timely manner. (Messages to include name and phone number of callers, date and time call received).
• Coordinated general office functions.
• Liaise with other hotel departments to help ensure Sales clients' needs are met/exceeded.
• Performs other duties as assigned by manager.

QUALIFICATIONS

• Previous catering, convention services, or sales support experience required (Large convention hotel preferred). Other relevant event, meeting planning, or hotel operations experience will be considered.
• High school education required, college degree preferred.
• Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management and co-workers, both in person and by telephone.
• Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies. Delphi experience strongly preferred.
• Ability to work cohesively with co-workers both within and outside of your department.
• Ability to think clearly, quickly and make concise decisions.
• Ability to work well under pressure, dealing with many guest requests/questions within a short period of time.
• Strong organizational skills with the ability to prioritize and multi-task in a fast-paced environment. Ability to prioritize and organize workload to ensure deadlines are met.
• Able to evaluate and select among alternative courses of action quickly and accurately, identifying and solving problems as necessary.
• Ability to handle stressful situations, while maintaining a calm and welcoming demeanor.
• Customer service oriented with a desire to create memorable guest experiences.
• Ability to use various office equipment, including but not limited to, calculators, photocopiers, and facsimile machines.
• Must be able to work a variety of shifts, including nights, weekends, and holidays.

ENVIRONMENT & POSITION ANALYSIS

• Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
• Stand, walk or sit for an extended period or for an entire work shift.
• Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.

TOOLS & EQUIPMENT

• Desktop computer (Opera, Delphi, Oracle, Birchstreet, Kronos and Microsoft Office), printer, telephone, copier, fax machine and scanner. Microsoft Excell proficiency required.
• 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.
• Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.