Sales Assistant - La Concha Key West

One Ocean Resort & Spa; Key West, Northern (FL, KY); Hybrid; USD 42,000 - 52,000; Full time

Job summary

Key West La Concha, Autograph Collection in Key West, FL seeks a detail-oriented Sales Administrative Specialist to handle group and event inquiries, gather client details, and support the Director of Sales & Marketing. You will manage information across hotel systems, ensuring accuracy and timely updates.

Responsibilities include entering group data, maintaining files, tracking deadlines, and coordinating with various hotel departments to support events and client communications.

Qualifications

• Requires ability to work in an in-office environment.
• Comfort with prolonged desk work and keyboarding.
• Strong written and verbal communication skills.

Responsibilities

• Answer incoming group and event inquiry calls and emails and use the qualification sheet to gather client details.
• Provide completed qualification information to the Director of Sales & Marketing for follow-up.
• Direct requests for rates, pricing, proposals, availability, or contracts to the Director of Sales & Marketing; this role does not provide rates or negotiate terms.

Job description

Key West La Concha, Autograph Collection is a National Historic Landmark located in the heart of the vibrant downtown historic district. Since opening its doors in 1926, our legendary hotel has inspired iconic guests like Ernest Hemingway and Tennessee Williams.

Now newly reimagined as part of Marriott's Autograph Collection, the hotel has undergone a full renovation, seamlessly blending its storied past with contemporary luxury. Guests can experience the timeless charm of Old Key West alongside elevated, modern amenities--including four distinct and inviting food & beverage outlets that highlight the island's rich culinary spirit.

With a prime location on Duval Street, we're just steps from the island's best beaches, parks, restaurants, and shops--offering guests the ultimate Key West experience right outside our doors.

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.

Requirements

• 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.

Status

Full-time

Applicants have rights under Federal Employment Laws