Sales Administrative Assistant

SAN-Jose-Conventio; San Jose (CA); On-site; USD 52,000 - 70,000; Full time

Job summary

SAN-Jose-Conventio seeks a Sales Administrative Assistant to provide essential support to the Sales and Destination Services teams. You will handle customer correspondence, calendar management, CRM upkeep, and assist with site visits and logistics for client meetings.

You will also support housing coordination, amenity inventory, invoice processing, and event-related tasks, helping to drive smooth operations and successful client engagements.

Qualifications

• 3 years of Sales/Marketing Hospitality administrative support experience preferred.
• Ability to pay attention to detail and multi-task in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong organizational skills and ability to meet deadlines.

Responsibilities

• Provide assigned Sales Managers with administrative support including but not limited to: supporting sales efforts and customer care, phone and customer correspondence, preparing documents, light mail duties, and calendar/appointment management.
• CRM management of assigned managers and site visit support with materials, amenities, and logistics for client visits.
• Provide administrative support to the Sales Department: gather group room/data for input, solicit group history, MINT data input, room night pickup data entry and reporting, and develop reports with Executive Assistant.
• Process and maintain documentation in SimpleView and Momentus; pull documents/reports for hotel partners as required; handle special projects.
• Provide administrative support to Housing and Destination Services: housing agreements, room entry in Passkey, client/hotel communications, housing audits, and housing planning calls; manage amenity inventory and check requests; assemble client gift bags and final event reports; support client events and tradeshow follow-ups.

Skills

Attention to detail

Verbal communication

Written communication

Organizational skills

Multi-tasking

Job description

The Sales Administrative Assistant is responsible for providing overall administrative support to the Sales Department, Destination Services Department and other departments on an as-needed basis.

Position Responsibilities

• Provide assigned Sales Managers with administrative support including but not limited to:
  • Support the Sales Manager's sales efforts and customer care
  • Phone and Customer Correspondence
  • Prepare documents as needed
  • Light Mail duties
  • Marketing and Sales effort support
  • Calendar and Appointment Management
  • CRM management of assigned managers
  • Site Visit Support – Assists with preparing materials, amenities, and logistics for client site visits
• Provide administrative support to the Sales Department including but not limited to:
  • Gather group room/data for input:
    • Solicit Group History for data entry
    • MINT group and pick up data input
    • Room night pickup data entry and reporting
  • Develop and coordinate various reports and projects with Executive Assistant as needed.
  • Process and maintain documentation in SimpleView and Momentus
  • Pull documents and reports and send them to hotel partners when required
  • Special projects as assigned
• Provide administrative support to the Housing and Destination Services Dept. including but not limited to:
  • Housing Support – Assists with Housing Agreements, room entry in Passkey, client and hotel communications, management of the housing inbox, cutoff date reminders, housing audits, and other housing-related tasks. Attends housing planning calls and communicates directly with clients
  • Amenity Closet Inventory & Organization – Assists in maintaining inventory and organization of amenity supplies and provides notification when items are running low or need to be replenished
  • Check Request Support – Assists with processing check requests for internal billing and tracking, manual invoices, and hotel partner reimbursements
  • Client Gift Bags – Prepares and distributes client amenity gift bag for events, including distribution
  • Final Pick-Up Reports – Prepares final pick-up reports for events once the program concludes
  • Support sales efforts for Client Events and FAM Trips
  • Assist in coordination of client events when required
• Track leads from tradeshows and customer events
• Support other Departments as needed, including but not limited to:
  • Front desk beverage and break room replenishment
  • Front desk relief coverage on a rotating basis with other staff

Job Requirements

• 3 years of Sales/Marketing Hospitality administrative support experience preferred
• Ability to pay attention to detail and multi-task in a fast-paced environment
• Excellent verbal and written communication skills
• Strong organizational skills and ability to meet deadlines

Team San Jose is an equal opportunity employer.