Sales & Catering Coordinator: Proactive Admin Support

HILTON ALBANY; City of Albany (NY); On-site; USD 32,000 - 34,000; Full time

Job summary

Hilton Albany is seeking an experienced administrative professional to support the sales department in Albany, NY. The role focuses on basic administrative tasks, coordinating proposals, contracts, and mail, and assisting with special projects while maintaining a proactive and professional demeanor.

The ideal candidate has at least 2 years in catering or office settings, a college degree, proficiency in Windows and Delphi, and strong English communication skills.

Qualifications

• Minimum 2 years catering and/or office experience
• College degree; High school diploma
• Proficient in Windows and Delphi
• Ability to communicate in English with guests/visitors/vendors and hotel staff to their understanding
• Fluency in a second language is helpful

Responsibilities

• Performs daily office duties including proposals, contracts, filing, faxing, copying, creation of files, gift certificates and mail.
• Answers sales phone lines in a timely manner based on Hilton standards
• Takes messages, handles customer requests and forwards leads/inquiries to the appropriate salesperson immediately.
• The ability to effectively execute/maintain the sales process through handling of site tours and inquiry calls
• Maintains an orderly office inclusive of the filing system
• Assists Sales & Catering Teams in organizing tradeshows and sending collateral, proposal and contract to customers if needed
• Attends catering/private dining meetings, as requested and keeps notes
• Maintains orderly inventory of collateral/giveaway items
• Orders office supplies
• Performs other related duties as outlined by Director of Sales and Marketing
• Handle walk-ins and in-house customer requests, as needed
• Distributes Weekly and Daily BEO Packets, Group Resumes, and other appropriate weekly communications to operations team
• Secure payment for catering/private dining events
• Creates daily reader board and door signage for events
• Review bills and send event follow-up correspondence/evaluations
• Client Prospecting and Networking, as requested by Director of Sales & General Manager

Skills

Windows proficiency

Delphi

Education

College degree

High school diploma

Job description

Hilton Albany is seeking an experienced administrative professional to support the sales department in Albany, NY. The role focuses on basic administrative tasks, coordinating proposals, contracts, and mail, and assisting with special projects while maintaining a proactive and professional demeanor.

The ideal candidate has at least 2 years in catering or office settings, a college degree, proficiency in Windows and Delphi, and strong English communication skills.