This is an administrative position in a hotel setting with sales and event coordination potential.
Job Overview
Provide administrative and operational support to the hotel’s Sales team, including maintaining client records, managing sales reports, coordinating appointments and meetings, and assisting with group bookings and events. Communicate with clients and internal departments to ensure accurate information, timely follow-up, and smooth execution of sales activities. Support the team with correspondence, data entry, filing, scheduling, and other day-to-day administrative tasks to help drive revenue and maintain strong client relationships.
Essential Functions of a Sales Associate
Sales Team Support
- Provide administrative support to the Director of Sales, Sales Managers, and other sales staff.
- Schedule appointments, meetings, site inspections, and client calls.
- Prepare agendas, reports, presentations, and sales materials.
- Maintain calendars and help organize sales activities.
Managing Sales Leads & Inquiries
- Receive and forward sales inquiries to appropriate manager in a timely and professional manner.
- Track the status of leads, proposals, and bookings.
- Follow up on outstanding inquiries when requested.
Group & Event Coordination
- Assist with group reservations, meetings, conferences, weddings, and other events.
- Prepare and distribute group resumes, function sheets, and event-related documents.
- Coordinate information between Sales, Reservations, Front Office, Banquets, Food & Beverage, and Operations.
- Ensure special requests and client requirements are communicated accurately.
Contracts & Documentation
- Prepare, organize, and maintain contracts, proposals, BEO-related documents, and correspondence.
- Track signed agreements, deposits, deadlines, and important dates.
- Maintain organized electronic and physical sales files.
- Ensure documentation is complete and up to date.
Coordination With Hotel Departments
- Communicate group and event details to Reservations, Front Desk, Housekeeping, Engineering, Banquets, F&B, and other departments.
- Participate in pre-convention or operations meetings as needed.
- Help ensure the hotel is prepared for VIPs, groups, and special events.
Sales Materials & Marketing Support
- Maintain updated brochures, fact sheets, menus, rate information, and promotional materials.
- Assist with client mailings, sales campaigns, trade shows, and networking events.
- Help prepare materials for sales calls and presentations.
Office & General Administration
- Manage filing, correspondence, invoices, purchase orders, and expense documentation as applicable.
- Order and maintain sales office supplies.
- Assist with billing or payment follow-up when assigned.
- Handle confidential client and business information appropriately.
Our ideal candidate will have two years’ experience in the hospitality field in an administrative position. A strong hotel Sales Associate should have excellent organization, communication, attention to detail, customer service, time management, and computer skills. Familiarity with hotel systems such as Caterease is also valuable.
Disclaimer
The duties and responsibilities described are not a comprehensive list and that additional tasks may be assigned to the employee from time to time; or the scope of the job may change as necessitated by business demands.
The Hawthorne Hotel operates 365 days a year, 24 hours a day, and 7 days a week. You may be required to work a variety of shifts, including weekends and holidays and the night of the annual Halloween Ball.
Perks
- On-site parking
- Cafeteria-style lunch
- Discounts at our restaurants and our sister properties
- Discounts at Historic Hotels of America properties
Job Type: Full-time
Pay: $20.00 - $24.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Executive administrative support: 1 year (Required)
Language:
- fluent English (Required)
Ability to Commute:
- Salem, MA 01970 (Required)
Work Location: In person
