Sales Administrative Specialist – Luxury Hotel

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

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.