Sales Events Reservations Assistant

FAIRMONT; San Francisco (CA); On-site; USD 43,000 - 61,000; Full time

Job summary

FAIRMONT in San Francisco is seeking an administrative assistant to actively support the Commercial Division, handling client inquiries and managing bookings for VIP arrivals. The role involves preparing contracts, amenity requests, VIP cards, and turnover documents while maintaining efficiency across Sales, Events, and Reservations teams.

You will modify reservations for groups and VIPs, prepare site alerts, and assist with general office tasks.

Qualifications

• Proficiency in Microsoft Windows applications (Word, Excel, Outlook)
• Experience with Opera Cloud preferred
• Excellent written and verbal communication
• Strong interpersonal and problem-solving abilities
• Highly responsible and reliable
• Ability to work independently (self-starter) but also as part of a team
• University/College degree in a related discipline preferred
• Must be able to work Tuesday-Saturday schedule

Responsibilities

• Support Transient Sales Team including VIP pre-arrival outreach and amenities
• Modify reservations for groups, events and Transient VIPs as needed
• Compile and distribute site alerts for Sales and Events
• Prepare for VIP stays contacting high-rated suite guests
• Produce and maintain documents including contracts, amenities, VIP cards, invoices
• Handle general office tasks and departmental communications
• Participate in monthly departmental meetings
• Assist with office equipment operation (printers, copiers, phones)
• Address other requests from Leadership or Executive Teams

Skills

MS Office

Excellent communication

Interpersonal skills

Problem solving

Independent worker

Education

University/College degree

Tools

Opera Cloud

Job description

Job Description

To actively support the Commercial Division, with prompt response to client inquiries –at the request of Managers and Directors or in their absence - comprehensive management of bookings to include all required information for file creation and applicable maintenance, and preparation for VIP arrivals.

Summary of Responsibilities:

Reporting to the Director of Sales, responsibilities and essential job functions include, but are not limited to, the following:

• Support of the Transient Sales Team including preparing welcome cards, amenities, VIP pre-arrival reach out and Make Special Happen initiatives
• Reservation modifications for groups, events and Transient VIPs, to bridge gaps as needed
• Compile and distribute site alerts, as requested by Sales and Events Teams
• Preparing for VIP stays including reaching out to high-rated suite guests.
• General document and correspondence production, distribution and maintenance including client contracts, production of amenity requests and VIP cards, turnover documents, attrition, estimates and final invoices.
• General office processes and activities including departmental documents, photocopying, mailing of departmental correspondence, checking of departmental shared email inboxes (Sales, Events, Reservations)
• Participate in monthly departmental meetings
• Assist with office equipment operation such as printers, copiers, phones etc.
• Any other reasonable requests made by the Leadership or Executive Teams

Qualifications:

• Proficiency in Microsoft Window applications required (Word, Excel, Outlook)
• Experience with Opera Cloud preferred
• Excellent communication skills, both written and verbal required
• Strong interpersonal and problem-solving abilities
• Highly responsible and reliable
• Ability to work independently (self-starter) but also as part of a team of Assistants
• Ability to focus on guest needs, remaining calm and courteous at all times
• University/College degree in a related discipline preferred
• $37.50/ hourly

Job Requirements:

• Must have proof of eligibility to work in the United States.
• Must be willing to work weekly schedule of Tuesday-Saturday

Physical Aspects of Position (include but are not limited to):

• Sitting and standing
• Ability to lift up to 20 lbs
• Handling paper
• Working at a computer

Additional Information

All your information will be kept confidential according to EEO guidelines.