Catering Sales Administrative Assistant

Responsibilities

• Manages the database on an ongoing basis to meet the business requirements of the property and support company-wide database standards
• Communicates guestroom block requests and revisions to the Reservations Department or Group Rooms Coordinator; ensures accurate updating of guestroom room pickup in FDC.
• Executes Omni Hotels established procedures for tracking and monitoring tentative business and reporting lost, cancelled and turndown business.
• Generates and monitors daily booking transaction reports to keep abreast of new, updated and lost business on the books.
• Works closely with the Manager of Sales Systems to monitor and audit the database of accounts, contacts, profiles, leads and activities to ensure that users adhere to established database standards and promote/maintain database quality in all areas of the system in order to ensure consistent use and accurate reporting.
• Maintains and updates plan values in FDC, to include: Transient Protected, Group Rooms Budget (Rooms and Rates), and Minimum Acceptable Rate (MAR).
• Coordinates the application of Word merge forms and provides support to sales, catering and conference services administrative staff to ensure efficient utilization of merge documents.
• Prepares and distributes daily, weekly, monthly and quarterly sales and marketing reports to sales staff, directors, owners and the Corporate Office including:
• Group bookings pace, group, catering, BTSM & LTSM sales production (where applicable).
• Reports as requested by the Director of Sales and Marketing, Director of Sales, Director of Catering, Director of Conference Services and/or other department.
• Maintains folders for and master copies of monthly reports for reference.
• Works closely with IT staff and vendors to troubleshoot software/database issues to determine if it is user error, program functionality, or hardware functionality.
• Assists in evaluating software and database requirements, limitations and functionality and reports enhancement needs to Manager of Sales Systems

Qualifications

• Previous experience as an administrative assistant is required. College degree preferred
• Must be able to clearly and pleasantly communicate both verbally and in writing in English with guests, members, management, and co-workers, both in person and by telephone
• Must be proficient in Microsoft Office
• Must demonstrate exceptional organizational skills