Sales Administrative Assistant- Full Time

La Costa Resort and Spa

Nestled among the beautiful coastal foothills of Carlsbad CA Omni La Costa Resort & Spa is honored as the #1 Wellness Spa by Spa magazine. Omni La Costas acclaimed restaurants present an updated take on locally inspired cuisine and culinary delights. Steps from your door worldclass accommodations championship golf and tennis eight pools and more anxiously wait to welcome your arrival.

Omni La Costa associates enjoy a dynamic and exciting work environment comprehensive training and mentoring along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect gratitude and empowerment day in and day out. If you are a friendly motivated person with a passion to serve others Omni La Costa may be your perfect match.

The administrative assistant is responsible for a variety of tasks to support the sales team Director of Sales Director of Sales and Marketing and Complex Director of Revenue Management.

• 1. Effectively prioritizes and manages a varied workload to meet deadlines of all managers.
  2. Prepares and distributes correspondence relevant to group sales including booking notices letters contracts proposals site inspection notifications amenity cards expense reports and general administrative paperwork for assigned managers while ensuring all correspondence is 100 accurate.
  3. Ability to navigate and respond to a variety of unique online RFP tools (Cvent FLIP and GLeads MeetingBroker etc. on behalf of sales managers.
  4. Must have thorough knowledge of Delphi.fdc data entry standards function and booking/blocking of space GRC accounts contacts bookings reports.
  5. Works proficiently and quickly with daily use of Delphi.fdc.
  6. Maintains account files ensuring content such as contracts contract addendums postconvention reports and client correspondence is current and arranged as specified in the SOP.
  1. Coordinates general office functions such as inventory & stocking of supplies Prepare documents presentations correspondence contracts and addendums.
  1. Ensures that all business inquiry calls are given the highest priority and meet the Omni Sales Intensity Take No Messages standard.
  2. Utilizes the Sales Inquiry Form and is able to qualify business inquires by telephone gathering basic prescreening information from the client and quickly develops rapport to create a positive
     1. first impression. Ensures information gathered is accurate thorough and recorded neatly.
  3. Ensures messages are delivered to the appropriate person in a timely manner including name and phone number of caller date and time call received as well as relevant information shared by caller.
  4. Assists sales managers with the logistics of preplanning and implementation of site inspections including but not limited to ordering of specialty amenities coordinating printing purchasing gifts room inspections and working with operational departments to ensure all aspects of the site inspection are client ready.
  5. Assists sales manager with logistics of preplanning and posttrip follow up for sales trips and client events.
  6. Has a complete understanding of the phone system office telephone procedures and standards.
  7. Understands the advance deposit procedures and accounting standards related to groups
  8. Receives group and catering leads from multiple online channels and quickly is able to assess and assign to the appropriate manager.
  9. Is familiar with all resort services/features and local attractions/activities to respond accurately to any guest inquiry.
  10. Performs other duties as assigned by management.
  11. Complies with all uniform and grooming standards
  12. Is familiar with work schedules reporting to work paid timeoff vacation requests
  13. Complies with and understands cafeteria meal times and other breaks.
  14. Knows fire alarm and other emergency procedures such as:

  Fire prevention and safety regulations

  Procedures for guest or associate accidents

  Use of hazardous chemicals The Right to Know Law (OSHA)

  1. Knows how to continuously improve guest service using the Omni Service Tradition program
  2. Understands how to meet or exceed service expectations using the Power of One philosophy
  3. Knows how to acknowledge exceptional guest service using the Omni Service Champions program.
  4. Has advanced knowledge of office equipment photocopy machine and computers.

• Proficient computer skills are required; Delphi.fdc Opera PMS system Cvent Microsoft Office Excel Word etc.
• Must have excellent written and oral communication skills in fluent written and spoken English
• Previous reservation experience in both group and leisure segment
• Must have proven customer service ability including handling complaints
• Experience in a sales environment is required
• Hospitality experience required preferably in an upscale resort setting
• Four year college or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience required.

Pay Rate: $26.70/hr.

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Omni Hotels & Resorts is an equal opportunity employer vets/disability. The EEO is the Law poster and its supplement are available using the following links: EEOC is the Law Posterand the following link is theOFCCPs Pay Transparency Nondiscrimination policy statement

If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position please send an email

to.