Sales Assistant - La Concha Key West

Remington Hospitality; Key West (FL); On-site; USD 32,000 - 46,000; Full time

Job summary

Remington Hospitality in Key West is seeking a detail-oriented sales administrator to manage group and event inquiries and qualifications, and to relay information to the Director of Sales & Marketing. The role focuses on accurate data entry, timely updates, and coordination with groups and hotel departments to support site visits and event logistics.

You will handle deadlines, documentation, and routine client questions, contributing to seamless proposals and service delivery.

Responsibilities

• Answer incoming group and event inquiry calls and emails and collect client details using the qualification sheet.
• Provide completed qualification information to the Director of Sales & Marketing for follow-up.
• Direct requests for rates, pricing, proposals, or terms to the Director; no independent quotes.
• Enter, maintain, and update group, event, and client information in hotel systems.
• Ensure accuracy when entering, updating, and reviewing information in systems.
• Review information for completeness and correct discrepancies promptly.
• Maintain organized group files and supporting documentation.
• Track dates, deadlines, outstanding documents, and required information.
• Flag missing information or approaching deadlines for the Director’s attention.
• Pull, review, organize, and distribute sales, group, and operational reports as requested.
• Ensure system entries align with supporting documentation.
• Become proficient in systems and programs to support Sales.
• Coordinate with Group Housing, Reservations, Banquets, Front Desk, and other departments.
• Assist with booking links, rooming lists, reservations, event information, and client requests.
• Communicate group and event updates to relevant departments promptly.
• Gather and organize menus, guarantees, vendor information, timelines, and event details.
• Assist with site visits, meetings, and events logistics.
• Ensure departments have information and documentation for upcoming groups/events.
• Respond to routine administrative questions from clients and internal departments.
• Follow up on outstanding documents, rooming lists, guarantees, or forms.
• Prepare and organize routine correspondence, reports, files, and sales documents.
• Maintain awareness of tasks and deadlines; provide timely updates to the Director.
• Take ownership and complete assigned responsibilities without repeated reminders.
• Communicate promptly when more information or clarification is needed.
• Perform other sales administrative duties as assigned.

Job description

• 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.