Sales and Catering Administrative Assistant

Danford's Hotel, Marina & Spa
Port Jefferson, NY Full Time
POSTED ON 3/23/2023 CLOSED ON 1/8/2024

Job Posting for Sales and Catering Administrative Assistant at Danford's Hotel, Marina & Spa

The primary purpose of the position is to provide administrative support for the Sales and Event staff including greeting visitors, answering the telephone, gathering data, compiling reports, maintaining files and preparing correspondences. Providing administrative support will allow the other sales associates to focus on revenue generating activities.

Work Performed:

The Sales and Catering Administrative Assistant will be tasked with the following duties, responsibilities, and assignments:

  • Answer incoming calls and emails to the Sales Office.
  • Interact with group, catering, and BT customers over the phone in order to quickly qualify potential for business.
  • Greet and assist visitors.
  • Assist property managers with sales duties as needed including but not limited to selling catering events, selling room-only social courtesy blocks, scheduling appointments, hosting site visits and meetings.
  • Assist managers with RFP responses, proposals, contracts, BEOs and other administrative meeting arrangements as needed.
  • Send all local Convention and Visitors Bureau (CVB) request for proposals (RFPs) received by the hotel to the Lead Analyst for distribution.
  • Assist Sales & Events Service Manager with incoming reservation requests and building group masters in the brand system, as needed.
  • Maintain the group files within the sales system for all group bookings at the property level.
  • Participate in Sales Department meetings.
  • Maintain inventory of printed collateral and office supplies.
  • Provide additional administrative assistance as directed.

Any and all other work as required to complete the primary purpose of the position.

Qualifications:

Required Prior Experience:

Minimum one (1) year of experience in customer service or clerical experience.

Preferred Prior Experience:

Prior hotel sales office experience, particularly working in a Delphi.fdc environment.

Required Education:

High School diploma or equivalent

Preferred Education:

Bachelor's degree in Business Administration, Marketing, Hotel and Restaurant Management, or related major

Required Technology:

Proficient in Microsoft Office

Preferred Technology:

Experience with Sales System (Delphi.fdc) and the brand's PMS (Opera)

Travel:

Less than 5% travel requirement.

Must possess a valid driver's license and reliable transportation and the ability to run off-property errands with minimal notice.

Physical:

Up to 8 hours sitting at a desk and computer work.

Other:

Excellent written and oral communication skills.

Job Type: Full-time

Ability to commute/relocate:

  • Port Jefferson, NY 11777: Reliably commute or planning to relocate before starting work (Required)

Education:

  • High school or equivalent (Required)

Experience:

  • Customer service: 1 year (Required)
  • Sales: 1 year (Required)

Work Location: One location

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