Sales Administrator / Hilton Tampa Airport Westshore

Responsibilities:

• Provide administrative and operational support to the Sales & Catering team, including correspondence, reports, file turnovers, and reservation assistance
• Answer phones, manage messages, and respond to inquiries promptly, clearly, and courteously
• Apply good judgment in routing and responding to internal and external requests
• Maintain guest profiles, contact records, and all relevant Sales & Catering documentation
• Assist with preparing contracts, proposals, and addendums; track completion statuses and keep files updated
• Serve as the point of contact for clients in the absence of Sales & Catering Managers; take booking inquiries and accurately enter details into the sales system
• Take booking inquiry information via phone, prepare proper paperwork and input in the Sales System
• Handle and coordinate VIP guest and client reservations, upgrades, and amenities
• Ensure that all arrangements, including upgrades and amenities, are handled properly.
• Collaborate with all hotel departments using clear verbal and written communication
• Block group and meeting space according to specifications, ensuring all information is complete and accurately entered into the sales and reservations system
• Communicate effectively with hotel departments to ensure timely handling of all requests
• Order office supplies and maintain collateral inventory for the Sales & Catering Department and Executive Offices
• Complete special projects and assignments as needed
• Assist with preparing Banquet Event Orders (BEOs) and distribute internally as required
• Support the Front Office, General Manager, and Sales team with corporate reservations when needed
• Assist with assembling Resumes and BEO packets for staff meetings
• Prepare and submit purchase orders through iBuy
• Submit Meeting Planner Hilton Honor Points.
• Send out MPSI Surveys to the team.
• Assist with or lead the coordination of internal sales events
• Record and distribute sales meeting minutes
• Serve as the hotel’s Social Media Champion by creating and scheduling posts
• Manage the Hilton Fast Track Commissions process

 

Qualifications

Skills/Knowledge Required:

• Self-motivated, proactive, and committed to delivering exceptional customer service and interpersonal skills.
• Demonstrates patience, tact, professionalism, and diplomacy when communicating with internal and external customers
• Strong verbal and written communication skills; able to convey information with clarity and confidence
• Exceptional attention to detail with strong organizational, analytical, and time-management abilities
• Able to prioritize and manage multiple tasks in a fast-paced environment
• Exercises sound judgment, evaluates situations effectively, and applies creative problem-solving
• Technologically proficient; working knowledge of Microsoft Office 365, Delphi FDC, and PEP preferred
• Meets deadlines, works with a sense of urgency, and adapts well to change
• Maintains a professional, positive attitude at all times

Education:

• High School Diploma required
• Bachelor’s Degree preferred 

Experience:

• 1–2 years of administrative support experience required
• Hotel front desk or hospitality operations experience strongly preferred

Travel required   as required.

 

Hours required: Forty hours per week over a five-day schedule; days and hours may vary based on business needs