Sales Administrative Assistant

The National Conference Center - Leesburg, VA (30+ days ago)3.3

  • Processes all Direct Bill Application requests and obtain approval from accounting department.
  • Verifies from the booking report that all files are made and that all bookings are turned definite in a timely manner. Distributes files to appropriate departments.
  • Types and mails thank you letters as well as welcome note cards. Delivers amenities with welcome note card to customers’ rooms, if necessary.
  • Requests amenities from Food & Beverage department when necessary and processes necessary paperwork or obtains approval from accounting department to order from outside vendor. Places orders with outside vendors.
  • Processes proposals and interest letters to send either electronically or via United States Postal Service with sales kit if requested.
  • Processes contracts.
  • Processes office supply orders.
  • Coordinates Direct Mail effort and follow through keeping appropriate records.
  • Field all incoming calls and pass them to appropriate Manager or take messages and pass accordingly.(12+ managers and 800#)
  • Retrieves messages from 800# and other #s to forward to appropriate Manager.
  • Prepares shipping/overnight packages for pickup
  • Faxes, copies, prints and scans documents as appropriates
  • Provides back-up support for the Sales Managers/Account Executives in whatever capacity needed.
  • Processes site tour forms and forwards to appropriate departments.
  • Maintains log of all contracts, proposal, etc. for Managers.
  • Processes and BEOs for site tours as necessary
  • Accesses the PMS, Visual One, to build queries, reports or other duties as may be requested by the Sales Managers/Account Executives
  • Create and maintain files for the Master file system
  • Processes expense reports for Sales Managers/Account Executives
  • Check sales email account at least twice daily and forward any leads to the appropriate Sales Manager/Account Executive. Any other emails can be forwarded to the Executive Coordinator for reply
  • Make deliveries to accounting department when necessary of paperwork from Sales Managers/Account Executives
  • Cover the Business Center when necessary
  • Ascertain the availability of Conference Room 4A and block when requested by The National personnel
  • Act as backup to lead sales admin whenever necessary

· Follows The National policies, procedures and including safety and sanitation.

  • May be required to work nights, weekends, and/or overtime.

Any other responsibilities as may be assigned.

Equal Opportunity Employer/Veterans/Disabled

Job Type: Full-time


  • Sales: 1 year (Required)
  • Administrative Assistant: 1 year (Required)
  • Hospitality: 2 years (Required)


  • High school or equivalent (Required)