Hilton St. Pete Bayfront - Sales and Catering Administrator

Position: Sales & Catering Administrator
Reporting Relationship: Director of Sales & Marketing
FLSA Status: Non-Exempt

Position Summary:
The Sales & Catering Administrator assists the sales team by accurately and efficiently
performing the execution and coordination of all sales & catering functions. Provides assistance
in the sales process by qualifying and booking inquires when appropriate.

 

The Sales & Catering Administrator reports directly to the Director of Sales & Marketing.

 

Core Responsibilities:
 Perform job according to standard operating procedures
 At all times provide professional hospitality to all guests and clients
 Answer telephone inquiries, accurately transfer calls to appropriate Sales/Catering
Associate, and take accurate and detailed messages
 Assist in the sales effort by qualifying and when appropriate booking the business of
pop up inquiries
 Assist the sales team in the area of telephone prospecting and outside sales
blitzes by contacting the clients from an established list developed by the sales team
 Assist sales team retrieving rooming list, deposits and banquet guarantees when needed
 Create banquet room door signs for groups in meeting rooms as well as
maintain the reader board in the lobby with all group functions
 Order office supplies for sales office as directed by DOS
 Prepare sales kits for sales team
 Complete Sales Proposals, Contracts, BEOs and Banquet Checks
 Make copies of room contacts, group resumes and rooming lists, BEO’s, daily
reports and client evaluation forms and other items as required; distribute to
the appropriate departments
 Maintain office filing system
 Efficiently sort and distribute mail for the hotel
 Assist sales and catering associates as needed
 May perform additional duties as required

Qualifications

Knowledge, Skills & Competencies:
 Ability to work independently, prioritize work and ask for clarification when needed
 Strong work ethic
 Excellent oral and written communication skills
 Proficiency with MS Word, Excel and PowerPoint
 Excellent organizational and time management skills, ability to take initiative and
handle multiple projects simultaneously
 Accuracy, attention to detail and the ability to proof own work

Physical Requirements:
 Sit, stand and walk for varying lengths of time.
 Lift approximately twenty (20) pounds.
 Grasping, writing, standing, sitting, walking, repetitive motions, pulling, pushing,
listening and hearing ability, and visual ability.
 Must have finger dexterity to be able to operate office equipment such as computers,
printers, multi-line phone, filing cabinets, photocopiers, scanner, and other office
equipment as needed.

This job description is not an exhaustive list of all job functions that are required of an employee
in this position. Therefore, other duties may be asked of an employee in this position from time
to time.