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Sales and Catering Administrative Assistant

Posted May 27, 2022

The Ven at Embassy Row, Washington, D.C., a Tribute Portfolio Hotel
Washington, DC
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About This Job

What’s In It For Me:

We are looking for our next great team member to join us on our Sales team. Here is what we offer to all of our associates:

  • Highly competitive wages
  • Exceptional benefit plan for eligible associates & their family members
  • 401K matching program for eligible associates
  • Complimentary employee parking
  • Opportunity to grow with us, a top-rated company on Glassdoor
  • Hotel discounts to any Marriott Brand Hotels, and Crescent Hotels & Resorts for you, and your friends and family members.
  • A workplace that you can be proud of, where you are valued, trusted, and supported by the team

Here is what you will be doing each day:

As the Sales and Catering Administrative Assistant, you will be the core support to Sales and Catering’s overall efficient operation. You will assist the Sales and Catering Department in obtaining guest satisfaction by performing clerical and administrative duties relating to sales. You will be reporting to the Director of Sales & Marketing.

Does this sound like you?

What are my essential job functions and responsibilities?

  1. Assists sales & catering managers in handling details for booking and executing group blocks from contract signing through the post event phase, including, reservation confirmations and rooming lists, booking link creation, group and catering billing and charges, creation of group masters in the PMS, blocking rooms and managing cut offs.
  2. Manage room block pickup reports and actualization process.
  3. Assists sales & catering managers in maintaining client files and update information daily in accordance with established departmental policies and procedures.  Run, verify and submit Event Check Reports to accounting for posting. Review daily postings of charges to master accounts of clients and resolve any discrepancies, or process necessary adjustments.  Review final bill prior to presenting to client. Complete post-conference reports of events for senior management, and complete other reports as needed or requested.
  4. Produce group related invoices in a timely manner.
  5. Assist Director of Sales and Sales Managers in producing letters, brochure packets and invitations and other collateral as needed.
  6. Manage the supply inventory for the sales office.
  7. Correctly enter and code Sales Department invoices in accounting system and maintain vendor agreement files.
  8. Maintain and update sales reports including GRC, Group Commission, and BEO/Resume Distribution.
  9. Keep all files current and organized.
  10. Assists sales & catering managers in following up on all requests in a 24-hour time frame.
  11. Carry through all assigned tasks within approved timeline.
  12. Manage reservations requested through Executive Office and Sales Office.
  13. Develop trace system to regularly contact and maintain relationship with primary internal and external clients
  14. Comply with attendance rules and be available to work on a regular basis.
  15. Perform any other job-related duties as assigned.

Additional Requirements:

We believe the success in this role will demonstrate itself through the following attributes and skills:

Education & Experience:

HS Diploma or equivalent

Minimum 6 month office or sales experience

Computer skills including word processing, spreadsheets, and Marriott systems (CI/TY and Lightspeed) preferred, but not required.

Marriott experience preferred, but not required.

Exercise excellent communication and listening skills.

Physical Requirements and working conditions:

Ability to speak and hear in English. Close and distance vision. Frequent sitting with some walking and standing. Frequently lifts/carries up to 25 lbs. Continually works in normal office conditions and in close proximity to others. Must be able to convey information and ideas clearly. Must work well in stressful, high-pressure situations.

At Crescent Hotels & Resorts we strive to create a great place to work where associates at all levels of our organization are respected for their differences, just like the guests and owners we serve.  That’s why we are dedicated to creating an environment that facilitates open and honest conversations about race, equity, diversity, and inclusion.  By examining our own beliefs and behaviors, we can create change through training, recruiting, and promoting diverse talent to strengthen our culture.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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About this Employer

The Ven at Embassy Row, Washington, D.C., a Tribute Portfolio Hotel

2015 Massachusetts Avenue NW
Washington, DC 20036

(202) 265-1600

231 Room Hotel

Surrounded by Embassy Row’s stately mansions, The Ven at Embassy Row, Washington, D.C., a Tribute Portfolio Hotel blends the neighborhood’s ambassadorial heritage with stylish and comfortable amenities. Our address at Embassy Row is perfect for meeting up, making connections and forging relationships while in Washington, D.C. Here in the city’s diplomatic corridor, our hotel brings diverse travelers together, located steps from Red Line Metro Station and within easy access to the capital, notable landmarks and museums. Coming this spring, the Ven Café will offer the quality and convenience of thoughtful and seasonal fare throughout the day. This summer, take in views of the iconic Washington, DC skyline at The Rooftop, our 9th-floor pool and bar. Our three meeting rooms serve as the backdrop for your next event at Embassy Row. With a sophisticated, never stuffy, and all-inclusive spirit, our 231 guest rooms and suites reflect the bold style of Dupont Circle.