Sales Admin

The Doubletree by Hilton Newark Penn-Station is seeking a Sales Admin. The Sales Admin will act as personal support for the Sales Department. To detail all in-coming functions, maintain room block inventories, and qualify all in-coming sales calls. The Sales Admin will report to the Director of Sales and receive collaborative direction and supervision from assigned sales managers.

Job Requirements:

• The Sales Admin will assist Sales Directors and Managers with day-to-day organizational efforts to include:
• Answering phones and directing incoming leads or inquires to appropriate managers to our luxury brand standards.
• Assist with all administrative aspects related to preparing/sending client proposals and contracts.
• Assist Directors/Managers with preparations related to travel, site visits and other business-related client engagement opportunities.
• Responsible for daily/weekly reporting duties via current hotel systems: working knowledge of Delphi preferred.
• Prepares all event documentation and coordinates with sales, hotel departments and customer to ensure consistent, high level service throughout pre-event, event and post event phases.
• Maintain up to date BEO and Resume binders, and distribute weekly BEO's, pop-up's and daily event revisions.
• Acts as liaison between field salesperson and customer throughout the event process. Makes presence known to customer at all times during this process. Is available to solve problems and/or suggest alternatives to previous arrangements.
• Manages banquet and meeting space for assigned groups.
• Advises sales staff as to ability to accommodate client demands including phone requirements, fit of available space and materials such as booths. Assist sales staff in promoting hotel, developing leads and securing re-bookings.
• Access and input data into a computer system to generate account history reports.
• Responsible for effectively communicating with the various departments to disseminate details of upcoming groups, sales VIP's, site inspections, meetings and special events in an accurate and timely manner.
• Maintains well documented, accurate, organized and up-to-date file management in order to serve client and employer in the most expedient, organized and knowledgeable manner.
• Perform any other job-related duties as assigned.

Job Qualifications:

• Must possess 1+ years of direct, related administrative experience; those with luxury hotel sales and marketing and/or hotel operations experience will be preferred.
• Excellent communication skills (both written and verbal) with fluency in English required.
• Computer proficiency is required with proven abilities in MS Office, Word, Power Point, Excel; those with prior experience utilizing Delphi, R&I, PEP will be strongly favored.
• Ability and willingness to work flexibly including early mornings, evenings and weekends as business needs required.
• Must possess superior multi-taking skills and the ability to work well in a fast-paced environment.