Administrative Assistant Sales & Marketing Department

EOE/AA/Disabled/Veterans

A Sales Administrative Assistant is responsible for responding and providing administrative and clerical support to the Sales Team in the hotels continuing effort to deliver outstanding service and financial profitability.

What will I be doing

As a Sales Administrative Assistant you would be responsible for providing administrative and clerical support to department managers in the hotels continuing effort to deliver outstanding guest service and financial profitability. Specifically you would be responsible for performing the following tasks to the highest standards:

Receive leads from Cvent Speed RFP hotel website and Groups 360 via Meeting Broker.

o If information is vague will qualify the leads for more details.

o Assign leads and prepare booking via Delphi FDC based on sales manager assignments.

o Qualify phone call leads to gather detailed information using lead form. Build bookings and events based on those details.

o Assist with proposals customer response forms and value proposition writing

o Assist with preparing agreements/ addendums for sales managers before sending to clients

o Route Definite Contracts

Cvent

Responsible for maintaining resorts profiles; update new promotions pictures and document library (Menus AV etc.)

Delphi FDC

Assist sales team in creating bookings in Delphi FDC from inquiries that arent automatically generated.

Posting all relevant activity related to the inquiry into Delphi Activities.

Amenities

Process in-room amenity requests by following department SOPs.

Follow up with Room Service department on day of delivery to ensure timing and correct order is processed.

Room Requests/upgrades

Process room or upgrade requests from department managers.

Follow up with Front Office Manager on day of arrival to ensure proper category of room and room quality is up to VIP standards.

Airport and Local Transfers

Process transportation requests received from department managers.

Follow up with VIP Services team on day of arrival to ensure correct flight time is communicated (especially in the case of delays) proper sign to greet customer is up to VIP standards.

Leisure Sales

Conduct Travel Agent Site Inspections.

Update annually Wholesale and Consortia contracts (Receptive and Domestic).

Accounts Payable

Process invoices and PO in SmartSpend

Upkeep the checkbook

Tradeshows

Work with DOSM on annual Tradeshow Calendar.

Once tradeshows have been approved based on annual budget sign the team up in Lobby.

Monthly monitor all tradeshow activity. After each event get actual dollars spent from the sales manager. Compare to budget inform DOSM of any significant variance (3% under/over). Track actual spend on Tradeshow calendar

Other admin and clerical duties as requested by DOS and/or SMs

What are we looking for

Since being founded in 1919 Hilton has been a leader in the hospitality industry. Today Hilton remains a beacon of innovation quality and success. This continued leadership is the result of our Team Members staying true to our Vision Mission and Values. Specifically we look for demonstration of these Values:

• Hospitality - Were passionate about delivering exceptional guest experiences.
• Integrity - We do the right thing all the time.
• Leadership - Were leaders in our industry and in our communities.
• Teamwork - Were team players in everything we do.
• Ownership - Were the owners of our actions and decisions.
• Now - We operate with a sense of urgency and discipline

In addition we look for the demonstration of the following key attributes:

• Quality
• Productivity
• Dependability
• Customer Focus
• Adaptability

What will it be like to work for Hilton

Hilton is the leading global hospitality company spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century Hilton has offered business and leisure travelers the finest in accommodations service amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands. Our vision to fill the earth with the light and warmth of hospitality unites us as a team to create remarkable hospitality experiences around the world every day. And our amazing Team Members are at the heart of it all!