Sales Assistant - La Concha Key West

remingtonhotelscareers; Key West (FL); On-site; USD 40,000 - 52,000; Full time

Job summary

Remington Hotels in Key West is seeking a detail-oriented sales administrative coordinator to support the group and event sales team. You will handle inquiries by phone and email, gather client information using the qualification sheet, and coordinate with directors to ensure timely follow-up and accurate proposals.

You will maintain client records in hotel systems, track deadlines, prepare reports, and assist with site visits and event logistics, coordinating with Reservations, Banquets, Front

Qualifications

• Experience in hotel sales administration preferred.

Responsibilities

• Answer incoming group and event inquiry calls and emails and use the established qualification sheet to gather relevant client information.
• Promptly provide completed qualification information to the Director of Sales & Marketing for follow-up.
• Enter, maintain, and update group, event, and client information in applicable hotel systems.
• Maintain a high level of accuracy when entering, updating, and reviewing information in hotel systems.
• Coordinate with Group Housing, Reservations, Banquets, Front Desk, and other hotel departments as requested by the Director of Sales & Marketing.
• Assist with gathering and organizing menus, guarantees, vendor information, timelines, and other event-related details.
• Prepare and organize routine correspondence, reports, files, and other sales-related documentation.

Job description

Core Responsibilities:

• Answer incoming group and event inquiry calls and emails and use the established qualification sheet to gather relevant client information, dates, room needs, event details, and other requirements.
• Promptly provide completed qualification information to the Director of Sales & Marketing for follow-up.
• Direct requests for rates, pricing, proposals, availability commitments, or contract terms to the Director of Sales & Marketing. This position does not independently provide rates, quotes, or negotiate terms.
• Enter, maintain, and update group, event, and client information in applicable hotel systems.
• Maintain a high level of accuracy when entering, updating, and reviewing information in hotel systems.
• Regularly review information for completeness and accuracy and promptly correct or communicate discrepancies.
• Maintain organized and accurate group files and supporting documentation.
• Track important dates, deadlines, outstanding documents, and required information.
• Proactively flag missing information, approaching deadlines, discrepancies, or other items requiring the Director of Sales & Marketing's attention.
• Pull, review, organize, and distribute sales, group, and operational reports as requested by the Director of Sales & Marketing.
• Ensure information entered into hotel systems is timely, complete, accurate, and consistent with supporting documentation.
• Become proficient in all systems and programs necessary to support the Sales department and accurately perform assigned responsibilities.
• Coordinate with Group Housing, Reservations, Banquets, Front Desk, and other hotel departments, as requested by the Director of Sales & Marketing.
• Assist with booking links, rooming lists, reservation updates, event information, and client requests.
• Communicate group and event updates accurately and in a timely manner to the appropriate departments.
• Assist with gathering and organizing menus, guarantees, vendor information, timelines, and other event-related details.
• Assist with preparation and logistics for site visits, meetings, and events as needed.
• Help ensure hotel departments have the necessary information and documentation to properly prepare for upcoming groups and events.
• Respond to routine administrative questions from clients and internal departments.
• Follow up on outstanding documents, rooming lists, guarantees, forms, and other requested information.
• Prepare and organize routine correspondence, reports, files, and other sales-related documentation as requested.
• Maintain awareness of assigned tasks and deadlines and provide timely updates to the Director of Sales & Marketing.
• Take ownership of assigned responsibilities and follow tasks through to completion without requiring repeated reminders or follow-up.
• Communicate promptly when additional information, clarification, or assistance is needed to complete an assigned responsibility.
• Perform other sales administrative duties as assigned.

Physical Requirements (In-Office Role)

• Ability to work in a standard office environment.
• Prolonged periods of sitting at a desk and working on a computer. (6-8 hours a day)
• Occasional standing and walking throughout the workday.
• Frequent fine motor skills, use of hands and fingers for keyboarding/typing, utilizing a mouse or trackpad, writing, and operating office equipment.
• Ability to communicate effectively verbally and in writing.
• Occasionally required to stand, walk, bend, reach, or carry items.
• Ability to lift and/or move 10-25 pounds as needed (e.g., files, office supplies).
• Visual ability to read from a computer screen and printed materials including close visual focus for extended periods and color differentiation (for certain roles).
• Ability to hear and participate in conversations and meetings, use phone and/or headset
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.