Sales Administrative Assistant - Full Time

Administrative Assistant

Nestled among the beautiful coastal foothills of Carlsbad, CA, Omni La Costa Resort & Spa is honored as the #1 Wellness Spa by Spa magazine. Omni La Costa's acclaimed restaurants present an updated take on locally inspired cuisine and culinary delights. Steps from your door, world-class accommodations, championship golf and tennis, eight pools and more anxiously wait to welcome your arrival. Omni La Costa associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect, gratitude and empowerment day in and day out. If you are a friendly, motivated person, with a passion to serve others, Omni La Costa may be your perfect match.

Responsibilities

The administrative assistant is responsible for a variety of tasks to support the sales team, Director of Sales, Director of Sales and Marketing, and Complex Director of Revenue Management.

• Effectively prioritizes and manages a varied workload to meet deadlines of all managers.
• Prepares and distributes correspondence relevant to group sales, including booking notices, letters, contracts, proposals, site inspection notifications, amenity cards, expense reports, and general administrative paperwork for assigned managers, while ensuring all correspondence is 100% accurate.
• Ability to navigate and respond to a variety of unique on-line RFP tools (Cvent, FLIP and G-Leads, MeetingBroker, etc.) on behalf of sales managers.
• Must have thorough knowledge of Delphi.fdc data entry, standards, function and booking/blocking of space, GRC, accounts, contacts, bookings, reports.
• Works proficiently and quickly with daily use of Delphi.fdc.
• Maintains account files, ensuring content such as contracts, contract addendums, post-convention reports and client correspondence is current, and arranged as specified in the SOP.
• Coordinates general office functions, such as inventory & stocking of supplies, preparing documents, presentations, correspondence, contracts and addendums.
• Ensures that all business inquiry calls are given the highest priority, and meet the Omni Sales Intensity "Take No Messages" standard.
• Utilizes the Sales Inquiry Form and is able to qualify business inquiries by telephone, gathering basic pre-screening information from the client and quickly develops rapport to create a positive "first impression". Ensures information gathered is accurate, thorough and recorded neatly.
• Ensures messages are delivered to the appropriate person in a timely manner, including name and phone number of caller, date and time call received, as well as relevant information shared by caller.
• Assists sales managers with the logistics of pre-planning and implementation of site inspections, including but not limited to, ordering of specialty amenities, coordinating printing, purchasing gifts, room inspections and working with operational departments to ensure all aspects of the site inspection are "client ready".
• Assists sales manager with logistics of pre-planning and post-trip follow up for sales trips and client events.
• Has a complete understanding of the phone system, office telephone procedures, and standards.
• Understands the advance deposit procedures and accounting standards related to groups.
• Receives group and catering leads from multiple on-line channels and quickly is able to assess and assign to the appropriate manager.
• Is familiar with all resort services/features and local attractions/activities to respond accurately to any guest inquiry.
• Performs other duties as assigned by management.

Qualifications

Proficient computer skills are required; Delphi.fdc, Opera PMS system, Cvent, Microsoft Office, Excel, Word, etc. Must have excellent written and oral communication skills in fluent written and spoken English. Previous reservation experience in both group and leisure segment. Must have proven customer service ability, including handling complaints. Experience in a sales environment is required. Hospitality experience required, preferably in an upscale resort setting. Four year college or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience required.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand and sit. The employee frequently is required to walk; use hands to finger, handle, or feel taste or smell; and talk or hear. The employee must regularly lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

Pay Rate

$27.45 per hour

Omni Hotels & Resorts is an equal opportunity employer - vets/disability.