What are the responsibilities and job description for the Sales Administrative Assistant position at Wilderness Hotel and Resort Inc?
Top Candidate Criteria: Strong administrative skills. Must be able to handle multiple tasks in a fast-paced environment. Cross train with front desk to assist with large group check ins. Must be able to work a flexible schedule including evenings and weekends.
Run errands on behalf of the Sales & Marketing Department, which requires driving and a valid driver’s license. JOB SUMMARY: Maintain accurate records, trace files, sales activity reports, contracts, etc.; frequently produce documents and reports that are effective, appropriate for the audience, and grammatically and technically accurate; effectively handle guests, owners and clients on the phone by practicing proper phone skills; effectively use computer systems and software or other means of written correspondence available. Monitor cut off dates, daily reporting of net numbers, entering rooming lists, assist in overall reporting to include but not limited to group revenue numbers, commissions/rebates, cutoff/pick up, etc…duties also to include filing and all organizational responsibilities, will be responsible for sending out group information for all the departments on a weekly basis for the upcoming week. Must be proficient in V1, Microsoft Office including Word, Excel, and Power Point.
Meet service quality standards that affect guest satisfaction; respond to guest questions or problems in a timely, professional manner. Assist in setup of audio visual equipment for any banquet functions deemed necessary by designated BEOs. Assists front desk with check-ins for large groups. Meet the hotel standards for work procedures, dress, grooming, attendance, and punctuality; report to work and return from breaks on time; give advance notice when absence is anticipated; able to work independently with guidance from Director.
ESSENTIAL DUTIES AND RESPONSIBILITIES: This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities as management may deem necessary from time to time. Strong administrative skills. Must be able to handle multiple tasks in a fast-paced environment. Computer literate in Microsoft Word, Excel and Windows.
Willing to learn Visual One and other systems, as necessary. Must be detail oriented with good organizational skills. Answer and direct all service/sales/catering phone calls. Maintain work areas keeping them neat and organized.
Maintain a good working relationship with other departments, employees and guests. Create files for incoming groups and file them Input rooming lists. Trace outstanding rooming lists to ensure they are entered on or before cutoff dates. Assign rooms and assist front desk with overall room plan as it relates to group arrivals/departures.
Cross train with front desk to assist with large group check ins. Close out groups and bill or invoice them Handle end of month tax exempts for the property including non-group reservations Attendance will be required for group pre/post cons. Must be able to work a flexible schedule including evenings and weekends. Willingness to train new team members in Visual One and on daily administrative functions.
Order Office Supplies Writing and editing of business letters. Excellent listening skills. Be onsite during events to ensure no issues with AV Assist with in room packages. Pick up orders from the printing company Work with incoming groups for Soaky.
Run errands on behalf of the Sales & Marketing Department, which requires driving and a valid driver’s license. All other duties as assigned by management. SUPERVISORY RESPONSIBILITIES: There are currently no supervisory responsibilities associated with this position. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE: High school degree or equivalent; or one to two years related experience and/or training; or equivalent combination of education and experience. LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules and operating procedures/instructions.
Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from groups or managers, clients, customers and the general public. Proficiency in English language is required in order to effectively communicate with guests/associates. MATHEMATICAL SKILLS: Ability to calculate figures/amounts such as discounts, commissions, proportions and percentages.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. REASONING ABILITY: Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret and read extensive variety of technical instructions or diagram form and deal with several abstract and concrete variables. OTHER QUALIFICATIONS: Ability to act independently with little supervision, well organized and detail oriented.
Skilled in problem solving and efficiently handle multiple duties. Working knowledge of resort amenities and room designs. Willingness to perform any required task within associate’s capabilities in order to effectively meet the needs of the company. Ability to get along well with others and help out wherever necessary to get the job done.
CERTIFICATES, LICENSES, REGISTRATIONS: Valid drivers’ license. Appropriate auto liability insurance. Ability to be put on Company insurance policy. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function. While performing the duties of this job, the associate is regularly required to sit, stand, talk, and hear. Requires ability to frequently reach with hands and arms. The employee is regularly required to walk, stoop, kneel and crouch.
The associate must regularly lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. While performing the duties of this job, the associate is occasionally exposed to wet and or humid conditions; outside weather conditions and extreme heat. The noise level in the work environment is usually moderate.
SAFETY CONSIDERATIONS: Use proper lifting techniques; alert to resolving and reporting situations, obstacles and objects that could pose a safety concern for guests, associates and self. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Run errands on behalf of the Sales & Marketing Department, which requires driving and a valid driver’s license. JOB SUMMARY: Maintain accurate records, trace files, sales activity reports, contracts, etc.; frequently produce documents and reports that are effective, appropriate for the audience, and grammatically and technically accurate; effectively handle guests, owners and clients on the phone by practicing proper phone skills; effectively use computer systems and software or other means of written correspondence available. Monitor cut off dates, daily reporting of net numbers, entering rooming lists, assist in overall reporting to include but not limited to group revenue numbers, commissions/rebates, cutoff/pick up, etc…duties also to include filing and all organizational responsibilities, will be responsible for sending out group information for all the departments on a weekly basis for the upcoming week. Must be proficient in V1, Microsoft Office including Word, Excel, and Power Point.
Meet service quality standards that affect guest satisfaction; respond to guest questions or problems in a timely, professional manner. Assist in setup of audio visual equipment for any banquet functions deemed necessary by designated BEOs. Assists front desk with check-ins for large groups. Meet the hotel standards for work procedures, dress, grooming, attendance, and punctuality; report to work and return from breaks on time; give advance notice when absence is anticipated; able to work independently with guidance from Director.
ESSENTIAL DUTIES AND RESPONSIBILITIES: This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities as management may deem necessary from time to time. Strong administrative skills. Must be able to handle multiple tasks in a fast-paced environment. Computer literate in Microsoft Word, Excel and Windows.
Willing to learn Visual One and other systems, as necessary. Must be detail oriented with good organizational skills. Answer and direct all service/sales/catering phone calls. Maintain work areas keeping them neat and organized.
Maintain a good working relationship with other departments, employees and guests. Create files for incoming groups and file them Input rooming lists. Trace outstanding rooming lists to ensure they are entered on or before cutoff dates. Assign rooms and assist front desk with overall room plan as it relates to group arrivals/departures.
Cross train with front desk to assist with large group check ins. Close out groups and bill or invoice them Handle end of month tax exempts for the property including non-group reservations Attendance will be required for group pre/post cons. Must be able to work a flexible schedule including evenings and weekends. Willingness to train new team members in Visual One and on daily administrative functions.
Order Office Supplies Writing and editing of business letters. Excellent listening skills. Be onsite during events to ensure no issues with AV Assist with in room packages. Pick up orders from the printing company Work with incoming groups for Soaky.
Run errands on behalf of the Sales & Marketing Department, which requires driving and a valid driver’s license. All other duties as assigned by management. SUPERVISORY RESPONSIBILITIES: There are currently no supervisory responsibilities associated with this position. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE: High school degree or equivalent; or one to two years related experience and/or training; or equivalent combination of education and experience. LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules and operating procedures/instructions.
Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from groups or managers, clients, customers and the general public. Proficiency in English language is required in order to effectively communicate with guests/associates. MATHEMATICAL SKILLS: Ability to calculate figures/amounts such as discounts, commissions, proportions and percentages.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. REASONING ABILITY: Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret and read extensive variety of technical instructions or diagram form and deal with several abstract and concrete variables. OTHER QUALIFICATIONS: Ability to act independently with little supervision, well organized and detail oriented.
Skilled in problem solving and efficiently handle multiple duties. Working knowledge of resort amenities and room designs. Willingness to perform any required task within associate’s capabilities in order to effectively meet the needs of the company. Ability to get along well with others and help out wherever necessary to get the job done.
CERTIFICATES, LICENSES, REGISTRATIONS: Valid drivers’ license. Appropriate auto liability insurance. Ability to be put on Company insurance policy. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function. While performing the duties of this job, the associate is regularly required to sit, stand, talk, and hear. Requires ability to frequently reach with hands and arms. The employee is regularly required to walk, stoop, kneel and crouch.
The associate must regularly lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. While performing the duties of this job, the associate is occasionally exposed to wet and or humid conditions; outside weather conditions and extreme heat. The noise level in the work environment is usually moderate.
SAFETY CONSIDERATIONS: Use proper lifting techniques; alert to resolving and reporting situations, obstacles and objects that could pose a safety concern for guests, associates and self. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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