Sales - Administrative Assistant

Omni Tempe Hotel at ASU


Located at the corner of University and Mill, Omni Tempe Hotel at ASU sits at the center of Tempe’s energy, creativity, and growth. As the flagship hotel of the city’s revitalized downtown, we offer more than 36,000 square feet of stunning indoor and outdoor event space, four signature dining outlets, a rooftop pool deck with unbeatable views, and 330 beautifully designed guest rooms overlooking the ASU campus and Tempe skyline.


What truly sets us apart is our people. At Omni Tempe, we’re building a team of warm, passionate professionals who believe that hospitality is about creating moments that matter. Whether you’re just beginning your career or taking your next big step, you’ll find mentorship, growth, and purpose here.


Join us and be part of something extraordinary. Help us shape the future of hospitality in the heart of Tempe.


Sales Administrative Assistant


Overview:

This critical role has two key components. The first responsibility is to manage all sales data, controls, leads, and reports by following all procedures to ensure compliance from sales managers when working with all systems, including Delphi.fdc, third-party integrated and non-integrated lead providers, and other internal platforms. The second responsibility is to accurately complete a variety of administrative duties requested by colleagues within the Sales and Marketing Divisions in order to provide timely and professional service to our guests.


Responsibilities:

Maintain the Group Rooms Control Log (GRC) and FDC database

Daily logging and distribution of all incoming leads

Generate the Weekly and End of Month Sales Reports

Prepare and distribute monthly production forecast

Enter pick-up on a daily or weekly basis

Research, distribute, and log all leads from Global Sales Offices, telephone and other sources

Give group histories to other hotels, and obtain them on behalf of the hotel as needed

Must have or be able to rapidly develop full knowledge of the Omni Sales Administration Manual and ensure that all standards and procedures are followed

Aid the Director of Sales and Marketing and Director of Sales in monitoring the KRA benchmarks

Responsible to maintain monthly recap with reservations to insure GRC blocks are the same as Reservation blocks

Expert with Salesforce Report Builder and Excel

Assist in 90-day forecasting process

Attend Weekly Support Staff Meetings & monthly MRC calls

Schedules and prioritizes work load 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

Professionally answers calls to the sales office and accurately takes messages, as applicable

Ensures that all managers receive messages in a timely manner

Enters group information (sites, resumes) into computer database

Assists in generating proposals with information accurate and specific to each client

Assists with site inspections

G-Leads Property Champion: Participates in bi-monthly call. Champions the ongoing promotion of the program focusing on training new and existing associates. Ensures all reporting is fulfilled on a monthly basis.

Creates and updates documents and spreadsheets for GM and DOSM, as needed.

Gathers materials and mails packages to clients as necessary

Takes detailed inquiry leads and submits to appropriate manager

Inputs amenities into computer for VIP clients and processes paperwork (amenity card, receipt signature from Room Service.)

Takes minutes at meetings as directed

Maintains cleanliness of office and showrooms while in pre-opening phases

Arranges for outside catering for office site inspections as needed

Orders office supplies and maintains functionality of office equipment

Other duties as assigned


Qualifications:

Good verbal/written communication skills


Maintain a professional business appearance, attitude, and performance

Must be able to work a variety of shifts, including weekends and holidays

Ability to effectively use Microsoft Word, Publisher, Outlook, and Excel is required

Previous knowledge of Delphi, Opera and Synergy is preferred

Must have good organizational skills, attention to detail and be able to multi-task

Good verbal/written communication skills

Previous hospitality or administrative experience is required

Previous experience working in an up