Sales Administrative Assistant

Howard Hughes - The Woodlands, TX

Full-time | Contract
The Howard Hughes name is synonymous with an unrelenting passion for excellence. While his achievements in aviation and the silver screen are legendary, it was his investments in real estate that form the foundation of our company. With passion, determination and limitless imagination, he built one of the great American empires of the 20th century.

At Howard Hughes, we live by our purpose to help people discover new ways of experiencing life - because it’s not just buildings and places that matter, it’s what you do with them that can change the way people live.

We aspire to be the most creatively driven real estate company in the world and we believe in fostering a culture that is built to last by cultivating curiosity and empowering every employee to find their story in this great organization.

The Woodlands Resort is located in the award winning master planned community of The Woodlands, Texas 45 minutes north of Houston. The hotel features 402 guestrooms, concierge floors and 60,000 sq. ft. of meeting space. The area around the hotel is home to multiple Fortune 500 companies, The Cynthia Woods Mitchell Pavilion, shopping, dining and entertainment venues.

POSITION SUMMARY:
The Sales Administrative Assistant will assist the sales department in distributing leads, creating proposals, contracts, turnover files, as well as confirming and maintaining accurate, up-to-date information on group business.

ESSENTIAL JOB RESPONSIBILITIES:
Provides office support in terms of copying, scanning, sending emails, mailing items, consolidating mailing lists, etc.
Is able to perform basic tasks for the Sales Team: draft proposals, merge contracts, file checklists, etc.
Becomes efficient with Delphi primarily in the areas of blocking space and merging of contracts.
Prompt response to all inquiries or correspondence from customers and prospects.
Assists with client needs while sales managers are out of the office – this includes fielding calls, drafting proposals, and sending collateral.
Assists in developing customized letters and proposals.
Maintain files; maintain trace files; maintain clean office environment.
Makes travel arrangements for sales managers if requested.
Packs appropriate materials for trade shows.
Dissemination of information to include, but not limited to: VIP requests, Site Visit Forms, Inter-Office Memos, etc.
Close cooperation with operational departments in arranging accommodations, services, special events for booked business. Liaison between guests, clients, vendors, staff and internal departments.
Participation in Admin Meetings and Property-wide Meetings
Keeps Director of Sales & Marketing informed of all opportunities and unusual matters.
Manages special projects efficiently.
Other duties as assigned.

ADDITIONAL RESPONSIBILITIES:
Support hotel service and relationship strategy, driving customer loyalty by delivering service excellence throughout each customer experience.
Timeliness
Well groomed
Work in a cooperative and friendly manner with fellow employees, set a positive example.
Provide the highest level of guest service to the hotel’s clients.
Promote the hotel through goodwill, courtesy and a positive attitude.
Perform any reasonable request as assigned or directed by management.
Provide for a safe work environment by following all safety and security procedures and rules.
Ensure all safety guidelines are followed for room setup, storage, service, etc.
Maintain proper health department regulations and adhere to OSHA and fire department rules.

KNOWLEDGE, EXPERIENCE, AND SKILLS REQUIREMENTS:
Must be able to speak, read, write and understand the primary language(s) used in the workplace.

Knowledgeable of the capabilities and limitations of the hotel and departments that may impact sales strategies.
Must be able to read and write to facilitate the communication process.
Requires excellent communication skills, both verbal and written, additional language ability is a plus, however, not required.
Friendly, but quiet attitude
Comprehensive knowledge of Federal, State, and local health, safety and legal regulations

EDUCATION AND EXPERIENCE REQUIREMENTS:
High School diploma or equivalent
2-3 years progressive clerical experience, preferably with direct report to director or manager
Hospitality background highly desired
“All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability or protected veteran status.”