POSITION SUMMARY

The Sales Administrative Assistant is responsible for providing overall administrative support to the Destination Services Department Sales Department, and other departments on an as-needed basis.

POSITION RESPONSIBILITIES

• Provide assigned Sales Managers with administrative support including but not limited to:
• Support the Sales Manager's sales efforts and customer care.
• Phone and Customer Correspondence
• Prepare documents as needed.
• Light Mail duties
• Marketing and Sales effort support
• Calendar and Appointment Management
• CRM management of assigned managers
• Provide administrative support to the Sales Department including but not limited to:
• Gather group room/data for input:
• Solicit Group History for data entry.
• MINT group and pick up data input.
• Room night pickup data entry and reporting
• Develop and coordinate various reports and projects with Executive Assistant as needed.
• Process hotel contracts, FUA, and LOA and maintain documentation in EBMS.
• Handle contracts, deposits, and certificates of insurance and maintain traces in EBMS.
• Pull definite and lost business reports and send them to hotel partners.
• Special projects as assigned.
• Assist and execute assigned logistics for tradeshows and events:
• Contract booth/exhibitor registration and booth services based on booth needs.
• Confirm shipping pick-up and delivery schedules.
• Organize products for tradeshows/events.
• Assist with on-site coordination of FAM Tour and client events.
• Track leads from tradeshow and event programs.
• Work with the Tradeshow & Events Manager to develop reports for tradeshows and events activity.
• Manage amenity inventory.
• Work with Sales and Destinations Services Departments for client amenity distribution.

• Plan and coordinate tradeshows and client events in support of sales efforts.
• Front desk relief coverage on a rotating basis with other staff

JOB REQUIREMENTS

• 3 to 5 years of Sales/Marketing Hospitality administrative support experience preferred.
• Strong Computer experience (i.e., Sales CRM & Database Administration, Microsoft Word, Outlook, PowerPoint, Excel)
• Ability to pay attention to detail and multi-task in a fast-paced environment.
• Excellent verbal and written communication skills
• Strong organizational skills and ability to meet deadlines.
• Enthusiastic, dependable, positive team player
• Self-starter; professional demeanor

Team San Jose is an equal opportunity employer.