Sales Administrative Assistant

Columbia Sussex - Clearwater, FL

Full-time - Entry Level

Clearwater, FL

Accommodation

About the position

The Sales Administrative Assistant at Hilton Clearwater Beach Resort & Spa plays a crucial role in supporting the Director of Sales & Marketing and the sales managers by performing various administrative duties that enhance guest satisfaction and streamline hotel communications. This position is essential for maintaining the overall sales efforts of the hotel, ensuring that all inquiries are handled with professionalism and hospitality. The assistant will be responsible for a range of tasks including answering phones, typing correspondence, preparing reports, and managing sales contracts. In this role, the Sales Administrative Assistant will be expected to prepare sales contracts within 24 hours of receiving the original documents, utilizing the standard contract format established in the hotel's systems. The assistant will also create and monitor files in accordance with Hilton's Standard Operating Procedures (SOPs), assist sales managers with preparations for sales trips, and manage group needs such as rooming lists and customer information. Additionally, the assistant will support creative projects, site inspections, and special event invitations, ensuring effective communication and paper flow within the sales area. The position requires a proactive approach to managing administrative tasks, including logging deposits, managing invoices, and overseeing the sales admin emails to assign leads to the appropriate sales personnel. The Sales Administrative Assistant will also assist guests with changes and special requests as needed, contributing to the overall guest experience at the resort.

Responsibilities

• Answer phones and handle inquiries with hospitality and professionalism.
• Type correspondence, proposals, and prepare weekly and monthly reports.
• Prepare sales contracts within 24 hours of receiving originals.
• Create and monitor files in accordance with Hilton SOPs.
• Assist sales managers with sales trip preparations and group needs.
• Support sales managers on creative projects and site inspections.
• Maintain effective paper flow and communications within the sales area.
• Log deposits received and manage invoice checkbook entries.
• Assign leads and check sales admin emails throughout the day.

Requirements

• High School diploma or vocational administrative experience of two years or more.
• Previous administrative experience preferred.
• Ability to type 50 words per minute.
• Proficient in Word, Excel, and hotel Delphi knowledge is preferred.
• Strong hospitality and interactive people skills.

Nice-to-haves

• Experience in sales (2 years preferred).
• Experience as an Administrative Assistant (2 years preferred).
• General administrative experience (2 years preferred).

Benefits

• Competitive wage
• Health and Dental Insurance
• Company paid Life Insurance
• Short Term and Long-Term Disability Insurance
• Vision Insurance
• Critical Illness Insurance
• Accidental Insurance
• 401(k) with company match
• Paid Time Off (PTO)
• Free hotel rooms and hotel discounts