Job Summary
What will I be doing?
This position plays a pivotal role in providing administrative, marketing, and reservation support for the Sales and Catering department.
- Arranges for show rooms with Front Desk staff. Sets up show rooms for upcoming site inspections.
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Qualify/screen all phone calls and walk-ins, and then pass on to the appropriate manager.
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Delphi input with regards to sales bookings, convention resumes, banquet event orders, etc.
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Process internal distribution including tentative, definite, cancellations to various departments.
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Assist in preparation of various reports and presentations, compose correspondence on routine matters. Ensure all correspondence is filed as required in appropriate client and/or general office files.
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Receive visitors and guests, answer questions/concerns and follow through either to resolution or refer to the appropriate Manager.
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Input reservations for contracted room blocks, along with Special Corporate Accounts and Wholesaler Rooms; or as dictated by sales managers.
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Coordinate and maintain Delphi information to ensure account information is current and correct. Run weekly and monthly Delphi generated reports as required by the DOSM and audit account files for duplication, consistency of date entry and necessity.
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Assist DOS and Managers with trip preparation to include pre-trip qualification, correspondence, appointment calendar, collateral coordination and shipment.
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Coordinates office supply purchase order including items required for maintenance of office machinery and internal supplies needed such as stationary, envelopes, labels, etc.
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Maintains inventory of sales kit folders, inserts and brochures.
- Responsible for maintaining and upkeep of various filing systems, including vendor information where necessary.
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Generate, route, and follow-up of check requests and purchase orders.
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Maintain and update hotels social media and content marketing.
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Manage customer interactions on various social media platforms with strict response timing, escalate issues where appropriate with guidance of GM and DOS
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Assist Managers in ensure billing requirements and payment methods are accurate and built with appropriate routing
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Attend all required meetings as directed by DOS
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Carry out all reasonable requests by management which fall under your area of responsibility
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Perform other duties as directed by the DOS
Detail Job Duties
Social Media/TripAdvisor/Hotel email:
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Schedule social media posts
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Review social media feedback & reviews
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Monitor Facebook & Twitter
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Answer social media questions & comments
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Review TripAdvisor
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Follow up on complaints with team
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Answer TripAdvisor reviews
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Monitor hotel email address
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Answer faqs or send to appropriate team member for follow up
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Provide social media data for care packet
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Take photos as need for social media
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Send cookies amenities as needed to complaints
Reports:
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Run monthly energy report for GM
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Run commission& rebate forecast monthly to ensure checks done
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Do annual forecast of rebates & commissions
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Xmas cards report
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Daily Detail as needed
Specific Job Knowledge, Skill and Ability
You must possess the following knowledge, skills, and abilities and be able to explain the demonstrate that you can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
Qualifications
- Excellent verbal and written communication skills (English)
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Computer knowledge of Delphi, R&I, PMS and Microsoft Office
- Knowledgeable of social media and content marketing.
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Professional and polite
- Excellent typing and organizational skills
Experience
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Demonstrable experience working in social media and knowledge of social analytics tools
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Technical knowledge and understanding of social media platforms, metrics and tracking
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A self-starter, multitasked and ability to take ownership
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Excellent written and verbal communication skills
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Ability to work in a team environment
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Project management and organization skills
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Learns quickly and able to change in fast paced environment
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Ability to handle the pressure of meeting tight deadlines
Ability
- Ability to work flexible schedule to include some weekends and possibly holiday.
- Ability to perform assigned duties with attention to detail, speed, accuracy, follow-through, courtesy, and cooperativeness
- Ability to be self-motivated and work at a fast pace
- Ability to work in a team environment
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Ability to handle the pressure of meeting tight deadlines
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Ability to clearly communicate with guests, co-workers, and management.
Physical Demands
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While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms.
- Finger dexterity is required to operate a computer keyboard, calculator and other office /restaurant equipment.
- The employee must have the ability to sit, stand, walk, talk, and hear.
- The employee is expected to bend stoop, squat, kneel, climb and crawl, depending upon work tasks and to lift up to 25 lbs. when lifting or moving office supplies.
- Specific vision abilities required by this job include close vision, and the ability to adjust focus.
Education
- Any combination of education, training or experience that provides the required knowledge, skills and abilities.
- High School graduate or equivalent required.
