Sales Administrator / Hilton Tampa Airport Westshore

Job 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