HEI Hotels

Sales Administrative Assistant

Job Locations US-GA-Braselton
Posted Date 2 months ago(8/12/2022 1:21 PM)
Requisition ID
2022-30512
Category
Sales and Marketing
Position Type
Regular Full-Time
FLSA Status
Non-Exempt
Location Name
Chateau Elan Winery & Resort

About Us

Within the sweeping panorama of the north Georgia foothills, Chateau Elan began with the planting of the vineyards in 1981. From these lush vines has grown a 3,500 acre conference and leisure destination. We welcome your interest in applying for a position with Chateau Élan Winery & Resort. For many years, we have served our guests with the highest level of products and service in luxury resorts. We owe our growth and success to our associates who have served our guests with dedication and pride. The key to our continued growth is found in satisfying and exceeding our guests’ expectations.

We look for people with personality, energy, enthusiasm, excellent grooming and commitment. We nurture and train our associates throughout their tenure here. They, in turn, provide the highest level of guest service making Chateau Élan the special place it is today.

Perks include but are not limited to discount hotel stays, discount spa services, discount golf, discount food and beverage, discount retail as well as access to the YouDecide® discount program. YouDecide® offerings include negotiated pricing arrangements for vacation destinations, hotels, vacation planning, rental cars, movie tickets/rentals, consumer electronics, consumer goods and services, personal services and even discounts on cell phones and plans.

Don't meet every single requirement of this job? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At HEI we are dedicated to building a diverse and inclusive workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to still send in your information. You may be the perfect candidate for this or for other roles within our organization!

We value U.S. military experience and invite all qualified military candidates to apply.

Overview

Assist the Sales Team in the administrative functions required for effective hotel sales and management.

Responsibilities

  • Act as Liaison between Sales Manager(s) and clients in Sales Manager's absence. Take booking inquiry information via phone and prepare proper paperwork. 
  • Uses various computer word processing and other software packages to enter data, produce contracts, correspondence, forms, memorandum and other documents. 
  • Answer telephone and respond to caller inquiries speaking in a clear and pleasant manner. Exercise decision making skills to direct caller's request. Accurately record messages for staff and distribute the written messages to the staff members in a timely manner. 
  • Distribute documents to appropriate persons and locations to ensure prompt processing of time sensitive information by hotel and supplier staff. Transport documents weighing up to 10 pounds to offices, mailrooms and other locations throughout the hotel building. Retrieve documents from and place documents into proper receptacles located up to 6 feet high, such as mailboxes, file cabinets, etc. 
  • Handle individual reservations for VIP clients. Ensure that all arrangements, including upgrades, are handled properly, coordinating with other departments through oral and written instruction. 
  • Organize, file and retrieve documents in appropriate binders in order to maintain essential records used in the department operation such as: BEO, Contracts, Daily Function Sheet and Group Resume paperwork for Managers. 
  • Assist with site visits including preparation before arrival with rooms and space checks, site alert email distribution, etc

  • Assist revenue team with rooming list input and reporting for group events, where needed.

  • Bi-weekly Saturday hourly office coverage to assist Catering team with in-house groups and site visits on weekends. Hours flexible upon demand.
  • Creation of catering group signage, personalized menus and ensure tables are set accordingly, where/when needed.
  • Manage our birchstreet PO process and reconciliation.

  • Comply with attendance rules and be available to work on a regular basis. 
  • Perform any other job related duties as assigned.

Qualifications

  • Hotel experience preferred.
  • High School Diploma, Bachelor's Degree preferred.
  • Basic administrative knowledge such as business letters, formats and telephone etiquette.
  • Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy. 
  • Ability to access and accurately input information into a computer using Microsoft Office Suite. 
  • Ability to follow written and verbal instructions. 
  • Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation.
  • Ability to set-up and maintain filing systems. 
  • Effective verbal and written communication skills. Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, public etc.

Benefits

HEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you!

For your physical and mental wellness we offer competitive Medical, Dental and Vision insurance programs geared to you and your family's needs as well as Vacation/Sick/Holiday benefits. For your financial wellness, HEI provides a wide array of coverage, including Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans. Our 401(k) Savings Plan with matching funds, and discounts through our 'YouDecide' and Hotel Room Discount programs provide additional incentives for choosing HEI as the employer of your future.

 


HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

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