Sales Assistant
The Desmond Hotel - Albany, NY

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Provides receptionist and administrative support for the sales office.
Assures office phone coverage at all times during normal business hours.
Reviews voice mail messages and emails for individuals not in the office.
Receives telephone calls and walk-in individuals and refers inquiry to the appropriate staff member.
Receives and distributes all mail and faxes to sales department personnel.
Oversees all outbound mailings of the sales office.
Tracks and follows up on all inbound leads (i.e., email, phone, web, walk-in).
Maintains all departmental files/systems.
Type's letters, memorandums for the department as required.
Requisitions and orders office supplies & equipment.
Tracks the sales managers in/out and weekly schedules.
Merges/creates client thank you letters.

Reporting:
Tracks and compiles information for the monthly/weekly reports for the Director of Sales.
Organizes and distributes BEO's
Organizes and distributes Event Summary 10-day forecast
Tracks Daily Revenue Summary Report information

Additional Duties:
Key Operator of the Delphi System monitoring standards and knowledgeable about procedural operations.
When required assist Conference Services/Catering in collecting final guarantee numbers for all events.
Creates room signs, posters, tent signs for events as needed..
Types special menus for events
Adheres to all company policies and procedures in the Human Resources Manual.
Maintains the inventory on all printed materials, sales supplies and gifts.
Prints rooming lists for clients..
Facilitates PO signing and tracking of any orders.
Performs all other assigned duties to assist in efficient departmental operation.
Assists the Director of Sales in special projects

Requirements:
High school diploma or equivalent education required.
Two (2) years of college or equivalent combination of training and experience preferred.
One (1) year of general office experience.
Excellent typing, word processing and spread sheet skills.
Proficiency in Microsoft Office including Word, Excel and PowerPoint
Excellent verbal and written communication skills necessary.
Diplomacy skills for both internal and external clients