Pinnacle Hotel Management
  • - Palm Beach Gardens Marriott
  • Palm Beach, FL, USA
  • Hourly
  • Full Time
  • Medical, Dental, Vision, PTO, 401K,

PALM BEACH GARDENS MARRIOTT

JOB DESCRIPTION

JOB TITLE: SALES & EXECUTIVE OFFICE ASSISTANT
EXEMPT (Y/N): N JOB CODE:
SHIFT: Monday to Friday: 8:30am – 5:00pm DEPT CODE:
DEPARTMENT: Sales
SUPERVISOR: Director of Sales
NEXT LEVEL OF SUPERVISION: General Manager

CANDIDATE PROFILE
Education and Experience
• Minimum 4-year degree from an accredited university in Hospitality Management, Business Administration, or related major; or at least 2 years hotel sales and catering experience - Required. Bilingual preferred.

OVERALL RESPONSIBILITIES:
• Primary responsibilities are to support Sales & Events team, and include but are not limited to, preparing proposals, contracts, banquet event orders, compiling weekly and monthly reports, answering phones, taking detailed leads for the managers, maintaining files, sending emails, typing, faxing, copying/scanning. Booking Wedding Room blocks. Promote awareness of brand image internally and externally. Gather materials and assemble information packages (e.g., brochures, promotional materials). Use sales techniques that maximize revenue while maintaining existing guest loyalty to Marriott. Enter, retrieve, reconcile, and verify information (e.g., commissions, reward points, leads, third parties) in software involved in the sales process. Answer guest questions about property facilities/services (e.g., hours of operation, rates and room types, packages, promotions, entertainment, restaurants, special events). Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests.

JOB REQUIREMENTS
• Business Attire Required
• Computer proficiency required (Excel, PowerPoint, Microsoft Word and Outlook)
• Strong business writing skills- Type 60 WPM
• Strong organizational skills for most effective results and efficiency
• Ability to verbally communicate effectively with guests and co-workers
• Minimum lifting 30 lbs
• Pushing, pulling, bending, and stooping upward reaching
• Some possible exposure to cleaning chemicals
• Prolonged periods of sitting, standing and/or walking

ESSENTIAL FUNCTIONS:
• Practice the Basics of Brilliant Hosting at all times
• Answering incoming calls – handle inquiry calls
• Creates a resume for each group to communicate, in a timely manner, information to facilitate efficient purchasing, scheduling and staffing by all departments; forwards group resume to client for review and approval
• Maintaining account filing system; prepare weekly booking summary through use of CI/TY (Similar to Delphi)
• Assist the Director of Sales and Sales Manager to create direct mailings that highlight services and amenities, special promotions, and unique selling points of the hotel.
• Assist Sales Managers by handling sales correspondence and inquiries.
• Contact clients on behalf of the Sales Managers and serve as a representative of the department in the manager's absence.
• Generate client proposals and contracts under the direction of Sales Managers and maintain sales information in the CI/TY system database.
• Act as a liaison between client and management.
• Meet with clients and conduct site tours when needed, as well as conduct room inspections prior to showing rooms.
• Coordinate reservations and amenities for VIP clients when needed.
• Ensure that standards of personal appearance, grooming and conduct are an example to the team and provide a professional image of guests.
• Each associate is expected to complete, within their ability, all reasonable requests by management.
• Compile weekly sales meeting reports
• Schedule all internal meetings as directed by hotel managers
• Prepare convention services manager for staff meeting
• Files – maintain/update
• End of day reports
• Credit Card Authorization Forms & Group Reservation Forms
• Master Binders (Maintain)
   o Turndown, separated by month
   o Event Order for present month
   o LNR for all Corporate Rates
• Covering for all managers while out of office or unavailable
• Answering inquiry calls, taking down essential information in order to pass along to Sales/Catering Managers.
• Sites, if needed.
• Master file of completed surveys
• Blocking and Event Order's for all in house meetings:
   o Event Order Meeting
   o Staff Meeting
   o Owner's Meeting
   o Team Meetings
   o Executive Meeting
   o Orientation/Service Excellence
• Ordering Supplies for Sales/Catering Managers.
• Director of Sales:
   o Weekly Owner Reports – To be completed every Friday
   o End of Month Sales Reports
   o Generating Lobby Coverage Schedule
   o Master "Out of Office" Schedule
   o Typing letters, memo, etc.
   o Special Projects
   o Gift Certificates
• Sales Manager:
   o Distribution of all contracts
   o Distribution of all Event Orders
      Weekly Packets-Saturday thru Friday
      48 hr Final Guarantees – everyday
      Change Log within 48 hrs
      Revisions for upcoming week
   o Daily Appointment Sheet and route
   o File all contracts or related material
   o Distribution of all banquet checks to appropriate manager

• Convention Services:
   o Print and route Event Summary for Wednesday thru following Sunday for staff meeting
   o Intro letters for all sales groups
   o Meeting Planner Points groups once they have paid
   o Out of Town Guest Cards.

• Each associate is expected to complete, within their ability, all reasonable requests by management.

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