Sales Administrative Assistant (Entry Level)

Liberty Media; Seattle (WA); On-site; USD 40,000 - 56,000; Full time

Job summary

Liberty Media seeks an organized administrative assistant for the Sales and Marketing divisions at Omni Louisville Hotel in Louisville, KY. You will support managers with scheduling, correspondence, file management, and coordination of marketing materials, while ensuring accuracy and timely communication with clients and internal teams.

Responsibilities include handling calls, maintaining databases, generating reports, preparing contracts, processing deposits, and coordinating VIP amenities.

Qualifications

• Ability to work independently and with others.
• Take initiative to start and complete projects without excessive follow-up.
• Able to assist and work with multiple managers.
• Strong communication skills.
• Proficient with Microsoft Word, Publisher, Outlook, Excel, and Adobe Suite.
• Familiarity with Delphi/FDC, Opera, Synergy, Birchstreet and MyCheck preferred.

Responsibilities

• Handles all administrative duties required by the Sales and Marketing Divisions to provide superior services to our guests.
• Schedules and prioritizes workload to meet deadlines of all managers.
• Types and distributes all correspondence, including letters, emails, proposals, contracts, etc., for assigned managers.
• Maintains account files and ensures all information is included in the file.
• Enters group information (sites, resumes) in FDC and distributes to relevant departments.
• Prepares electronic and paper files for contracts and addendums; sends countersigned agreements to clients.
• Sends initial deposits and/or cancellation invoices to clients; follows up to ensure deposits are received and records transactions in FDC.
• Enters work orders in Birchstreet as directed by managers.
• Takes minutes at meetings and assists in department OST meetings.
• Creates purchase orders and submits for approval to appropriate departments.

Skills

Communication skills

Initiative

Team collaboration

Organizational skills

Attention to detail

Tools

Microsoft Word

Publisher

Outlook

Excel

Adobe Suite

Delphi/FDC

Opera

Synergy

Birchstreet

MyCheck

Job description

Location: Omni Louisville Hotel, Louisville, KY

Job Description

Handles all administrative duties required by the Sales and Marketing Divisions in order to provide superior services to our guests.

Responsibilities

• Schedules and prioritizes workload to meet deadlines of all managers.
• Types and distributes all correspondence, including letters, emails, proposals, contracts, etc., for assigned managers. Ensures all correspondence is 100% accurate.
• Maintains account files and ensures that all information is included in the file, e.g., post-convention reports, letters, fax information, etc.
• Checks department mailbox in the morning and afternoon.
• Answers calls to the sales office by the third ring.
• Ensures that all managers receive messages in a timely manner (includes name, phone, group or company name, number of callers, date and time call received).
• Enters group information (sites, resumes) in FDC and distributes to all relevant departments.
• Prepares electronic and paper files for contracts and addendums, sends countersigned agreements to clients.
• Sends initial deposit and/or cancellation invoices to clients via e‑mail and MyCheck, follows up to ensure deposits are received and records transactions in FDC. Works closely with Accounting to communicate actions.
• Enters work orders in Synergy as directed by managers.
• Takes detailed phone and web leads, qualifies them on the phone, and distributes them to the manager assigned to that market(s).
• Assists unassigned managers as needed.
• Updates bulletin boards on assigned months.
• Gathers materials and mails packages to clients as necessary.
• Arranges and inputs amenities into systems for VIP clients and processes paperwork (amenity card, receipt signature from Room Service).
• Processes outgoing mail.
• Covers for reception during lunch.
• Takes minutes at committee/assistant meetings as directed.
• Assists in conducting department OST meetings.
• Participates in schedule rotation for late coverage on days the office closes early.
• Creates purchase orders in Birchstreet and submits them for approval to the necessary departments.

Marketing Responsibilities

• Creates brand‑appropriate and channel‑specific content that draws the attention of experience seekers and lifestyle enthusiasts, generating word‑of‑mouth and positive PR traction.
• Works with DOSM and DRM to create and execute property promotions and packages that represent a unique, luxurious lifestyle.
• Assists Makers Agency with creating content such as blog posts, tweets, Instagram posts, and posts them on all appropriate social channels to increase social traffic to omnihotels.com.
• Receives inquiries for donations and works with the DOSM and GM to determine viability and distribute them.
• Acts as point of contact for photography shoots: coordinates shot schedule, assists as the on‑site contact, blocks space, and notifies necessary departments.
• Acts as liaison in ordering all marketing and sales related printing projects, such as brochure materials, posters, ads, direct mail, invitations, promotional items, etc.
• Collaborates with multiple department contacts to gather and develop content (e.g., Mokara Spa, Bob’s Restaurant, etc.).
• Proofs and edits all collateral before processing to print.
• Ensures that listings in all directories and magazines are accurate and current.
• Coordinates hotel reservations in conjunction with trade agreements and maintains a record of complimentary stays.
• With the assistance of the DOSM, promptly responds to all media requests, provides accurate information, offers imagery and quotes when appropriate.
• Generates purchase orders for all sales and marketing related items. DOM approval required before order placement.
• Handles all billing for the required activities within the role.

Qualifications

• Must be able to work alone as well as work well with others.
• Must be able to take initiative to start and complete projects without excessive follow‑up.
• Must be able to assist and work with multiple managers.
• Has good communication skills.
• Is extremely computer savvy (Microsoft Word, Publisher, Outlook, Excel, Adobe Suite).
• Previous knowledge of Delphi/FDC, Opera, Synergy, Birchstreet and MyCheck preferred but not required.
• Has good organizational skills.
• Is detail oriented.