Job Summary

The Catering Sales Administrative Assistant’s primary responsibility is to support the area sales team in all assigned tasks to generate sales for the hotels. The position will coordinate site visits, generate proposals and contracts. The Sales administrative assistant will have assigned phone and lead coverage to provide an exceptional experience for incoming calls and leads to the sales department.

Essential Functions

• Assist in the creation of proposals and contracts for the Sales & Catering teams.
• Assist in receiving all sales leads and create a booking for each lead with preliminary information including contact, dates, rates, room block, and lead source.
• Assign leads and distribute to appropriate sales manager.
• Turn bookings to Definite after review and approval of Director of Sales & Marketing.
• Adjust Delphi bookings as needed based on direction from Sales Managers.
• Provide assigned reports from Delphi by the Sales Manager or Director of Sales
• Maintain sales activity reports for the sales managers.
• Input daily data uploads into Delphi.
• Possess a strong ability to multi-task and pay close attention to detail.
• Display effective computer literacy.
• Performs other duties as required
• Be the Delphi subject matter expert.

Working Conditions & Physical Requirements

Physical Effort:

Significant portions of day require prolonged standing, moving and sedentary work. Ability to visually review documents and computer screen throughout day.

Physical Environment:

Ability to walk or stand for extended periods of time during course of shift.

Manual Skills

Significant portions of daily assignments involve application of manual skills requiring motor coordination in combination with finger dexterity, e.g., typing, handwriting, or machine operations.

Work Schedule:

Due to the cyclical nature of the hospitality industry, Associates may be required to work varying schedules to reflect the business needs of the company.

Safety:

Responsible for operating within company safety guidelines, including the safe and responsible operation of company equipment. Reports and addresses safety concerns as they arise. Ensures safe handling of chemicals in accordance with company and department standards and utilizes proper personal protective equipment (PPE) when appropriate.

Qualifications

Education:

High school diploma or equivalent vocational training certificate required. Some college or college degree preferred. Degree in hospitality management preferred.

Experience:

Two years of Delphi experience. Prefer experience in hotel sales or related industry. Prior experience within a convention hotel preferred.

Computer Skill & Other Technical Skills:

Ability to utilize computer software and hardware required. Ability to easily maneuver on computer keyboard required.

Ability to learn, utilize and communicate effectively via company issued communication devices.

Communication:

Advanced ability to comprehend and speak English to understand and respond to information and address advanced guest requests required both verbally and in writing. Knowledge of additional language(s) preferred.

Other:

Must be customer-service oriented and have excellent hospitality skills.

Must be able to calculate basic mathematic functions.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Competent at working independently on recurring projects.

The Galt House Hotel offers a comprehensive benefits package which includes medical, dental, 401k, a complimentary meal in the associate cafeteria, complimentary parking, a discounted monthly TARC bus pass and much more.

The Galt House Hotel is a Drug Free Workplace, creating a culture of care where diversity is welcomed.