Office Administrator - Conference Sales (FT)

Sales Administrative Assistant

Manages a variety of general office activities by performing the following duties personally or through Sales Administrative staff. Provide the secretarial support required to enhance the overall efforts of the Sales Department through the manipulation of the Amadeus / Salesforce system and composition of reports. Duties will include, but not be limited to, typing, filing, computer usage, file management, telephone skills, and a high degree of organizational skills. Support multiple sales executives' efforts to achieve the overall revenue goals of the Resort. Take the lead role to extract all pertinent reports relating to month end, weekly pacing etc., which Amadeus offers to further enhance the sales production. In this position, significant computer work is used; interdepartmental and public communications is highly visible. The operation of sales automation is an integral part of the day to day job. Due to the nature of the materials that are handled, confidentiality is held to high regard.

Essential Duties And Responsibilities

• Analyzes and organizes office operations and procedures such as bookkeeping, preparation of payrolls, personnel, information management, filing systems, requisition of supplies, and other clerical services.
• Maximizes office productivity through proficient use of appropriate software applications.
• Researches and develops resources that create timely and efficient workflow.
• Establishes uniform correspondence procedures and style practices.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Plans office layout, develops office budget, and initiates cost reduction programs.
• Reviews clerical and personnel records to ensure completeness, accuracy, and timeliness.
• Prepares activities reports for guidance of management.
• Coordinates activities of various clerical departments or workers within department.
• Maintains contact with customers and outside vendors.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area and volume.
• Ability to apply concepts of basic algebra and geometry.
• Composition of reports, weekly, monthly and annually.
• Daily correspondence to include, but not be limited to, memorandums and letters.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Must understand and abide by environmental practices of the resort.

Education/Experience/Requirements

Associate degree (A. A.) or equivalent from two-year College or technical school; or three years related experience and/or training; Proficient English skills (reading, writing, speaking, grammar). Proficiency in Microsoft Excel & F9 reporting* Salesforce experience preferred Typing 50 words per minute Refinement of all computer skills, i.e. Microsoft Office, PowerPoint, Excel. In areas that the individual is not highly trained in, we are committed to continuous training to enhance the already present skills.

Other Skills And Abilities

• Maintain open line of communication with supervisor and support staff.
• Good rapport with fellow employees and reflects positive attitude.
• Secretarial skills such as telephone skills, personal grooming, appointment scheduling, filing, and accountability for numeric calculations are all paramount.
• Must exemplify “can do” attitude with clients and fellow staff members and have ability to problem solve.
• A willingness to learn and communicate efficiently utilizing written and verbal communication skills.

Supervisory Responsibilities (If Applicable)

• Directly supervises approximately 1-2 employees in the Sales Department.
• Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Typical Physical Demands

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee frequently is required to stand and walk
• The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include ability to adjust focus.

Typical Mental Demands

• Having a positive attitude and willingness to jump right in and help is a must for this position.
• Being able to understand and work with different personality types
• The ability to motivate others and to help create a pleasant working environment
• Stressors may include: deadlines, difficult conversations, multitasking, unexpected demands and last minute requests, critical decision making, etc.

Working Conditions

• The noise level in the work environment is usually moderate.

Comments

• Native American Preference will apply.
• Must be able to pass a background investigation and a drug test as a condition of employment.