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.

Our philosophy is built on the principles of integrity, fairness, collaboration, communication, and recognition for performance excellence. Meeting all performance standards leads to attracting and retaining a qualified workforce, provides opportunities for qualified team members, and contributes towards the ongoing success of the Pueblo of Sandia today and in the future.  

 Essential 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. Maintains 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 with the Cendyne E-proposal platform when necessary.
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 database management.
19. Assists the Executive Assistant with Reception Responsibilities.
20. Efficiently works cross-functionally to ensure appropriate individuals are involved and performance expectations are being met.
21. Punctual and regular attendance is an essential responsibility for all team members and are expected to report to work based upon the assigned schedule each day in accordance with the Attendance Policy for Pueblo of Sandia.  

 Additional Responsibilities

1. Performs other job-related duties as assigned

 Key Performance Indicators

This position has Key Performance Indicators (KPI’s) identified as a measurement of success.  KPI’s will be shared with all team members who work in this job title and feedback will be provided regarding the successful completion of the KPI’s as part of the performance review process.

Knowledge, Skills, And Abilities

1.   Operational skills with Personal Computers and Microsoft Office 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.

   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.

Note:  Relevant work experience or education may be substituted to satisfy education and/or work experience. 

License/Certifications/Registrations

1. Must possess and maintain a valid, unrestricted New Mexico Driver’s License.

Physical Requirements/Working Conditions

The following selected physical activities are required to perform the essential functions of this position

Physical Requirement

Description

Balancing

Maintaining body equilibrium to prevent falling and walking, standing, or crouching on narrow, slippery, or erratically moving surfaces. This factor is important if the amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.

Climbing

Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms. Body agility is emphasized. This factor is important if the amount and kind of climbing required exceeds that required for ordinary locomotion.

Crawling

Moving about on hands and knees or hands and feet.

Crouching

Bending the body downward and forward by bending leg and spine.

Feeling

Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.

Finger Dexterity

Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.

Grasping

Applying pressure to an object with the fingers and palm.

Hearing

Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.

Kneeling

Bending legs at knee to come to a rest on knee or knees.

Lifting

Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles.

Pulling

Using upper extremities to exert force to draw, haul, or tug objects in a sustained motion.

Pushing

Using upper extremities to press against something with steady force to thrust forward, downward, or outward.

Reaching

Extending hand(s) and arm(s) in any direction.

Seeing

The ability to perceive the nature of objects by the eye.

Walking

Job requirements include, in the performance of duties, walking throughout the work area, on various work surfaces throughout internal or external locations.

Sitting

Particularly for sustained periods of time.

Standing

Particularly for sustained periods of time.

Stooping

Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles.

Talking

Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

List Working Conditions Required:

1. Work is normally performed in a typical interior/office work environment.
2. Limited physical effort is required, some lifting, and standing for extended periods of time.
3. Very limited exposure to physical risk.

The Content Of This Job Description Does Not Restrict Management’s Right To Assign Or Reassign Duties And Responsibilities To This Job At Any Time.

The Job Description Reflects The Assignment Of The Essential Functions Of The Current Position But Does Not Prescribe Or Restrict Tasks That May Be Assigned. The Essential Functions Are Specified But Are Subject To Change At Any Time For Various Reasons, Including Management Discretion.

The Pueblo Of Sandia Reserves The Right To Make Changes To The Job Description Whenever Necessary.

Selected Candidates Must Submit To And Pass A Pre Employment Drug And Alcohol Screening As Part Of The Pre Employment Process.  Drug And Alcohol Screening Will Continue Through Post Hire Testing To Be Conducted By A Third Party Random Number Generator.  Selected Candidates Must Submit To And Pass A Criminal Background Screening As Part Of The Pre Employment Process.

The Pueblo Of Sandia Is An Equal Opportunity Employer (Eoe). Qualified Applicants Are Considered For Employment Without Regard To Race, Color, Religion, Sex, National Origin, Age, Marital Status, Disability, Sexual Orientation, Or Any Other Characteristic Protected By State Or Federal Law.