Job Summary The Administrative Assistant plays a pivotal cross-functional role by providing valuable support to both the sales team and the overall hotel operations. This role encompasses various key responsibilities, including consolidating sales leads from clients, conducting research to identify potential new business opportunities, and aiding in the management of the Hotel Property Management System (PMS). Additionally, the Administrative Assistant diligently follows up on hotel and catering systems, ensuring the optimization of revenue generation. Essential Functions: % Time Spent + Administrative Responsibilities: + Performs diverse administrative tasks, such as welcoming visitors warmly, managing incoming calls and gauging their urgency, routing inquiries appropriately, offering pertinent information, and composing correspondence. + Manages the flow of documents to and from the sales and catering office, including the handling of incoming and outgoing mail. + Maintains an organized filing system for essential hotel records and reports. + Oversees inventory, maintenance, and procurement of office supplies, equipment, and related items utilized by the sales and catering department. Places orders, coordinates repairs and maintenance of items. + Manages and maintains the internal event calendar while staying informed about city events and conventions. + Ensures a consistent and engaging online presence across all social media platforms by curating content that aligns with the hotel’s brand identity. + Communicates with clients on all facets of an event, including menu selections, room arrangements, diagrams and all necessary preparations leading up to the departure of a group. + Assists in managing the Property Management System (PMS) to ensure accurate and efficient data entry. 60% + Sales Coordination Responsibilities: + Assists the sales team in maintaining customer databases, tracking and organizing leads, participating in outside sales calls, conducting on-site property inspections, and updating client information. + Prepares and distributes sales materials, presentations, and proposals. + Coordinates appointments and meetings for the sales team, ensuring calendars are up-to-date and scheduling conflicts are resolved. + Maintains accurate and up-to-date records of client interactions and communications. + Responds to inquiries from potential clients and assists with basic information regarding catering and event services. 35% + Business Prospecting Responsibilities: + Conducts market research and analysis to identify new business opportunities. + Assists in the development of strategies to attract and engage prospective clients. + Reaches out to potential clients using various approaches, including telephone conversations, email interactions, and proactive cold calling. 5% + Hotel Property Management System (PMS) Responsibilities: + Updates and maintains guest and event information, ensuring data integrity. + Generates reports and insights from the PMS to support decision-making. Other Duties and Responsibilities: + Works collaboratively with other departments to ensure seamless execution of sales initiatives and to deliver exceptional customer experiences. + Ensures all customer interactions and sales processes adhere to the highest standards of professionalism and customer service excellence. + Attempts to communicate with guests in guest’s native language, if applicable. + Reports maintenance deficiencies, safety hazards, accidents, or injuries. + Follows Personal Protective Equipment (PPE) requirements, and report any defective, damaged, or lost PPE including equipment that does not fit properly to management. + Follows all safety procedures and be able to recognize and act in emergency situations. Education and Experience: + High School Degree or equivalent preferred. + Preferred background in hotel operations or related field, or equivalent 2-4 years of relevant experience. Knowledge, Skills & Abilities: + Demonstrated ability to interact with guests, employees, and third parties that reflects highly on the hotel, the brand, and the company. + Maintains effective working relationships, communicates effectively with staff and management, analyzes and resolves problems, uses independent judgment, and engages successfully with the public. + Strong communication abilities, both written and verbal, to engage with clients and colleagues. + Proficient in Microsoft Word, Outlook, Excel, and ability to effectively use Delphi PMS. + Ability to operate in a 7-day per week, 24-hour per day business setting. + Demonstrated capacity to address real-world challenges and navigate diverse scenarios involving limited standardized procedures. Physical Demands & Work Environment: + The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. + o Constant talking, hearing, tasting and smelling. + o Constant near and far vision. + Constant speaking and listening required. + Frequent sitting. + Frequent exposure to moderate noise levels. + Occasional standing and walking. + Occasional reaching and grasping, handling and feeling with hands and arms. + Occasional stooping, balancing, kneeling, crouching, crawling, climbing stairs, and/or lifting up to 10 lbs. At Uniland Hospitality we are committed to providing equal employment opportunities to all employees, interns, and applicants regardless of race, color, religion, gender, sexual orientation, national origin, age, marital status, veteran status, disability, or any other protected category under applicable federal, state, or local law.