Sales & Events Administrative Coordinator

Mt. Washington Pediatric Hospital; New Mexico; On-site; USD 41,000 - 55,000; Full time

Job summary

Buffalo Thunder Resort is seeking a Sales Administrative Assistant to support the Sales and Catering team with essential administrative tasks. You will prepare contracts, BEOs, client files, and materials for meetings and events, while ensuring accurate documentation and timely communication.

The ideal candidate is organized, detail-oriented, and personable, thriving in a fast-paced resort setting. Must have strong MS Office skills and a commitment to exceptional guest service.

Qualifications

• High school diploma or equivalent required; hospitality training preferred.
• 1 year prior administrative, hospitality, sales or catering experience
• Strong organizational and time-management skills
• Excellent verbal and written communication skills
• Professional and friendly telephone and interpersonal skills
• Attention to detail and accuracy
• Ability to multitask and meet deadlines in a fast-paced environment
• Experience with Microsoft Office applications including Word, Excel, and Outlook
• Experience with Delphi and/or Hilton systems preferred
• Ability to work both independently and as part of a team
• Commitment to outstanding guest and client service
• Willingness to develop proficiency in PEP

Responsibilities

• Manage contract turnover process from Sales to operations with timely communication
• Prepare resumes and business documents
• Prepare contracts, BEOs, and event-related documents during peak periods
• Create BEOs for internal meetings/events
• Maintain Banquet Event Order Binder and Daily Change Log routing
• Prepare Sales Kits and other materials for the Sales and Catering team
• Assist with administrative tasks, correspondence, and client documentation
• Maintain organized filing system
• Prepare materials for client meetings, site visits, and events
• Process and submit Hilton Honors Event Planner Points for qualifying events
• Coordinate client amenity requests with resort departments
• Follow up on administrative items to ensure timely completion
• Greet walk-in clients and prospective guests professionally
• Answer calls and emails and direct to appropriate department
• Respond to general inquiries about resort services and events
• Provide exceptional service to clients, guests, and internal departments
• Support department with other admin duties
• Create and manage physical and electronic filing systems

Skills

Organization

Communication

Telephone skills

Microsoft Office

Delphi

Hilton systems

Teamwork

Guest service

PEP

Education

High school diploma or equivalent

Tools

Microsoft Office (Word, Excel, Outlook)

Delphi

Hilton systems

PEP

Job description

Buffalo Thunder Resort is seeking a Sales Administrative Assistant to support the Sales and Catering team with essential administrative tasks. You will prepare contracts, BEOs, client files, and materials for meetings and events, while ensuring accurate documentation and timely communication.

The ideal candidate is organized, detail-oriented, and personable, thriving in a fast-paced resort setting. Must have strong MS Office skills and a commitment to exceptional guest service.