Sales Administrative Assistant (Entry Level)

Full job description

Location:

Omni Louisville Hotel is the new cornerstone of downtown, which opened its doors on March 6, 2018. Reflecting the past, present and future of our vibrant Kentucky town and inspired by the city’s rich history and authentic character, the Omni Louisville transforms one of the city’s most significant urban blocks into a unique and vibrant mixed-use environment offering hotel guests, residents and locals a chance to connect and enjoy the best of a great city.

The hotel is a prominent landmark against the Louisville skyline, glistening during the day and glowing at night, with the iconic glassy ends of the 612 room hotel. The hotel pool and rooftop bar, designed for seamless indoor and outdoor integration, allows guests to rest, relax and socialize with downtown Louisville as the backdrop. The essence of Louisville is woven throughout with interior design blends elements of the city’s heritage, culture and character, felt everywhere from the hotel restaurants to a featured bourbon bar to the hotel’s Speakeasy and bowling alley.

Guests can also enjoy a dynamic 20,000 square foot urban food hall and market connected to the lobby of the hotel. Transforming Liberty Street into a pedestrian thoroughfare, the market serves as a community gateway for hotel guests and locals alike, inviting the neighborhood in with the smells of freshly brewed Heine Brothers’ coffee, baked bread, and smoked barbeque.

Job Description:

Handles all administrative duties required by the Sales and Marketing Divisions in order to provide superior services to our guests.

Responsibilities:SALES RESPONSIBILITIES:

• Schedules and prioritizes workload to meet deadlines of all managers.
• Types and distributes all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.
• Maintains account files and ensures that all information is included in file, i.e., post-convention reports, letters, fax information, etc.
• Checks department mailbox in the morning and afternoon.
• Answers calls to sales office by third ring.
• Ensures that all managers receive messages in a timely manner. (Messages to include name and phone, group or company name, number of callers, date and time call received.)
• Enters group information (sites, resumes) in FDC and distributes to all relevant departments.
• Prepares electronic and paper files for contracts and addendums, sends countersigned agreements to clients.
• Sends initial deposit and/or cancellation invoices to clients via em-mail and MyCheck, follows up to ensure deposits are received and records transactions in FDC. Works closely with Accounting to communicate actions.
• Enters work orders in Synergy as directed by managers.
• Takes detailed phone and web leads, qualifies on the phone and distributes to the manager assigned to that market(s).
• Assists unassigned managers as needed.
• Updates bulletin boards on assigned months.
• Gathers materials and mails packages to clients as necessary.
• Arranges and Inputs amenities into systems for VIP clients and processes paperwork (amenity card, receipt signature from Room Service.)
• Processes outgoing mail.
• Covers for reception during lunch
• Takes minutes at committee/assistant meetings as directed.
• Assists in conducting department OST meetings.
• Participates in schedule rotation for late coverage on days the office closes early.
• Create purchase orders in Birchstreet and submit for approval to necessary departments.

MARKETING RESPONSIBILITIES:

• Create brand appropriate and channel-specific content that draws the attention of the experience seeker and lifestyle enthusiast which generates word of mouth and positive PR traction.
• Works with DOSM and DRM to help create and execute property promotions and packages that represent a unique lifestyle of luxury.
• Assists Makers Agency with creating content such as blog post, tweets, Instagram etc. and post on all appropriate social channels with the goal of increasing social traffic to omnihotels.com.
• Receives inquiries for donations and works with the DOSM and GM to determine viability and distribute.
• Act as point of contact for photography shoots. Coordinate shot schedule, assist as the on-site contact, block space and notify necessary departments.
• Act as liaison in ordering all marketing and sales related printing projects, such as brochure materials, posters, ads, direct mail, invitations, promotional items, etc.
• Collaborate with multi department contacts to gather and develop content (i.e. Mokara Spa, Bob’s Restaurant, etc.).
• Proof and edit all collateral before processing to print.
• Ensure that listings in all directories and magazines are accurate and current.
• Coordinate hotel reservations in conjunction with trade agreements and maintain record of complimentary stays.
• With the assistance of the DOSM, promptly respond to all media requests, provide accurate information, offer imagery and quotes when appropriate.
• Generate purchase orders for all Sales and Marketing related items. DOM approval required before order is placed.
• Handle all billing for the required activities within the role.

Qualifications:

• Must be able to work alone as well as work well with others.
• Must be able to take initiative to start and complete projects without excessive follow-up.
• Must be able to assist and work with multiple managers.
• Must have good communication skills.
• Must be extremely computer savvy (Microsoft Word, Publisher, Outlook, Excel, Adobe Suite).
• Previous knowledge of Delphi/FDC, Opera, Synergy, Birchstreet and MyCheck preferred but not required.
• Must have good organizational skills.
• Must be detail oriented.