Position Summary

The Administrative Assistant provides administrative support for the Director of Hotel Sales, Group Sales Managers, Catering Sales Managers and Convention Services Manager and Assistant Manager.

Supervision Exercised

Reports to the Hotel Manager of Sales/Group Sales and serves the Group Sales Managers and Catering Sales Managers.

Major Duties And Responsibilities

1. Follows approved hotel sales and Sandia Resort SOP’s.
2. Actively participates in daily “Stand-up” meetings.
3. Greets and directs visitors, and when appropriate conduct positive and memorable property tours to clients as requested.  Responsible for developing and maintaining positive and appropriate relationships with clients and Guests.
4. Answers, screens, and routes telephone calls; maintains log of inquiries as required.
5. Assists Managers with site tours and FAMs.
6. Performs a range of operational support activities to include, but not limited to: establishing, maintaining and updating files, records, certificates, and other documents.
7. Schedules interviews and appointments for staff.
8. Maintain par in amenity/collateral storage closet. Re-orders amenities and collateral materials as required.
9. Prepares meeting and wedding sales packets.
10. Using the MMS Purchasing system, orders, stocks, and distributes supplies.
11. Processes purchase requisitions to pay approved invoices, maintains purchase requisition log for easy reference.
12. Performs bookkeeping functions and maintains budget spreadsheets.
13. Enters and updates account, contacts, booking information and check sleeping room and meeting space availability. 
14. Assists Managers when necessary by utilizing the Cendyne E-proposal.
15.  Regularly checks Cvent and Starcite lead internet sites and assigns leads and inquires appropriately.
16. Generates weekly and monthly sales reports and meeting minutes.
17. Handles “turnover” for events from Sales Managers and distributes required copies to Convention Services, Reservations, Accounting or other related departments.
18. E-mailing blast campaigns and Excel data base management
19. Assists Executive Assistant with Reception Responsibilities.
20. Helps operations team when required.
21. May be asked to perform miscellaneous job-related duties as assigned.
22. Must be flexible with possible changes in work hours and/or days as business dictates.

Knowledge, Skills And Abilities

1. Operational skills with Personal Computers and Microsoft Office 2007 to include Word, Excel, Powerpoint, Outlook. Familiar with Delphi operations & support systems.
2. Knowledge of Kronos, SMS and Publisher software and systems preferred.
3. Ability to communicate effectively, both orally and in writing.
4. Skills in organizing and coordinating work, ability to work without direct supervision.
5. Ability to understand and follow specific instructions and procedures.
6. Ability to perform simple accounting procedures.
7. Ability to maintain calendars and schedule appointments.
8. Ability to maintain confidentiality of records and information.
9. Skill in the use of operating copiers, printers and scanners.

Minimum Qualifications, Education And Experience

Required

1. High School Diploma, GED certification or equivalent.
2. Minimum one (1) year of experience that is directly related to the duties and responsibilities specified.
3. Must possess and maintain a valid, unrestricted New Mexico Driver’s License.

Licensing Status

Must be able to successfully pass a stringent background investigation.

Will require a post-offer, pre-employment and random drug screening.