Cluster Senior Sales Admin

at  White Lodging JW Marriott Austin

Summary:
The Cluster Senior Sales Administrators work with Cluster Sales Managers, Sales Managers and Sales leadership to ensure that all sales electronic and phone leads are being sourced to the appropriate sales team member, and that the leads are being responded to and tracked in a timely and accurate manner. This person will assist the sales team in creating proposals, contracts, site visit experiences, preparing for sales trips, trade shows and client events inside the hotel. This position interacts and communicates with all hotel departments to ensure that our client’s needs are being fulfilled from the time that a new lead enters into the hotel through the client’s departure from our hotel. Additionally, this position takes on project work and transactional work and is a subject matter expert on a variety of programs/processes. They also serve as the trainer of new Sales admins entering the unit.

Responsibilities

• Provide the highest quality of service to the guest at all times by anticipating and exceeding guest expectations.
• Answer all calls and follow White Lodging’s “take no messages” policy.
• Understand how to align guest profile with the appropriate product.
• Assist team in maintaining sales files, production reports and trace system.
• Support strategies and conduct activities to drive market share, guest satisfaction and financial results.
• Attend bi-weekly sales meeting.
• Check e-mail and voicemail regularly and respond promptly, always within 24 hours.
• Ability to read, analyze and interpret common reports such as guest folios, invoices, STAR report, occupancy forecasts and various sales reports.
• Operate, at a minimum, the hotel sales and catering system (Delphi, CI/TY, MARSHA, PMS), Microsoft Word and Excel and Meeting Matrix. Keep a calendar up to date in Microsoft Outlook.
• Be knowledgeable of hotel staff, room locations, room rates, and amenities, selling strategies, discounts and frequent guest program benefits for hotel.
• Handle all month end reports for the Sales Team(s).
• Assist senior leaders including the multiple Directors of Sales and Marketing, Directors of Catering Sales and the Cluster/Market Director of Sales/Marketing.
• Process all Sales Department invoices and close them out at the end of each month.
• Develop and update training materials for the administrative team. Responsible for all training.
• Subject Matter Expert in the CI System.
• Meet on a daily basis with the administrative team to assign work and check on progress, keeping the team on track and task. Assist and solve any problems they may have.
• Order all promotional materials for the department.
• Announce all bloggers visiting and alerts the hotel; keep up to date with their messaging
• Back up lead catcher and supports additional managers as needed
• Work directly with Sales/Catering clients when needed.

Other Information

SKILLS

• Type 75+ wpm with accuracy; experience in MicroSoft Office and other programs used in an office environment.
• Project management with strong organizational skills to coordinate with hotel teams, senior leadership, brands, bloggers and agencies
• Professional, articulate person who can effectively communicate to various audiences (GMs, DOSM, RVPs), breakdown high-level /metrics to basic fundamentals.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must have a focus on detail and ability to meet time sensitive deadlines

EDUCATION/EXPERIENCE

• 5+ years as administrative assistant preferably, with experience in providing support for senior leaders
• High School or College degree preferred but not required

• Provide the highest quality of service to the guest at all times by anticipating and exceeding guest expectations.
• Answer all calls and follow White Lodging’s “take no messages” policy.
• Understand how to align guest profile with the appropriate product.
• Assist team in maintaining sales files, production reports and trace system.
• Support strategies and conduct activities to drive market share, guest satisfaction and financial results.
• Attend bi-weekly sales meeting.
• Check e-mail and voicemail regularly and respond promptly, always within 24 hours.
• Ability to read, analyze and interpret common reports such as guest folios, invoices, STAR report, occupancy forecasts and various sales reports.
• Operate, at a minimum, the hotel sales and catering system (Delphi, CI/TY, MARSHA, PMS), Microsoft Word and Excel and Meeting Matrix. Keep a calendar up to date in Microsoft Outlook.
• Be knowledgeable of hotel staff, room locations, room rates, and amenities, selling strategies, discounts and frequent guest program benefits for hotel.
• Handle all month end reports for the Sales Team(s).
• Assist senior leaders including the multiple Directors of Sales and Marketing, Directors of Catering Sales and the Cluster/Market Director of Sales/Marketing.
• Process all Sales Department invoices and close them out at the end of each month.
• Develop and update training materials for the administrative team. Responsible for all training.
• Subject Matter Expert in the CI System.
• Meet on a daily basis with the administrative team to assign work and check on progress, keeping the team on track and task. Assist and solve any problems they may have.
• Order all promotional materials for the department.
• Announce all bloggers visiting and alerts the hotel; keep up to date with their messaging
• Back up lead catcher and supports additional managers as needed
• Work directly with Sales/Catering clients when needed