Sales Admin Specialist-Grp​/Charter​/Incentive

Role Summary

The Sales Administrative Specialist (Group, Charters & Incentive Sales) serves as a key utility player supporting Group Sales, Charter Sales, and Incentive Sales by providing administrative, analytical, and project management support across teams. This role partners closely with the Director and broader sales organization to maintain efficient operations, stay ahead of priorities, and support revenue‑driving initiatives. The position plays an important role in coordinating activities, improving processes, and ensuring seamless communication across departments, while also providing hands‑on exposure to proposals, customer engagement, charter operations, and cross‑functional collaboration with opportunity for future growth into a sales‑focused role.

• Act as a central coordination point across Group Sales, Charter Sales, and Incentive Sales
• Support the Director with administrative tasks, reporting, and follow‑ups
• Manage incoming requests and ensure proper routing and timely responses
• Maintain and continuously improve checklists, workflows, and tracking tools
• Facilitate clear and consistent communication flow across departments

• Monitor and track upcoming expiring options and ensure timely follow‑up and action
• Conduct bi‑weekly review of SGBL reports to identify upcoming or recently expired charter options and assist with follow‑up as requested
• Assist with proposal development and supporting documentation (including training on proposals)
• Support charter sales and operations, including managing customer requests and coordinating logistics
• Submit custom requests and serve as a conduit between Charter Sales and Operations teams
• Help manage increasing charter activity by supporting day‑to‑day sales needs and operational coordination

• Maintain and manage the master portfolio of 50+ land packages, ensuring accuracy and completeness
• Update and manage Charter Master Land Package details, including destinations, availability, and optimal airport options
• Track booking trends, option status, and package performance
• Update and manage Charter Quoting Calculation Tools for 2026 and 2027, including both USD and CAD pricing structures
• Create and maintain reports using Microsoft Excel and Word; support presentations in Power Point
• Assist with reporting needs for the Department Director and provide data‑driven insights to support decision‑making

• Coordinate multiple initiatives and projects, ensuring timelines and deliverables are met
• Identify operational inefficiencies and recommend process improvements
• Support implementation of new workflows, tools, and best practices
• Update and manage proposal checklists to ensure consistency and quality across deliverables
• Provide support for future project management initiatives and contribute to process development as the team evolves

• Support new and innovative ways to build and strengthen relationships with internal stakeholders and partners
• Collaborate cross‑functionally to ensure alignment between sales, operations, and support teams
• Serve as a reliable connector who ensures information flows effectively across teams

• Bachelor’s degree or equivalent experience
• Strong organizational and time‑management skills with the ability to multitask in a fast‑paced environment
• Proficiency in Microsoft Excel and Word required;
  PowerPoint preferred
• Excellent written and verbal communication skills
• Strong analytical skills with attention to detail
• Proactive, adaptable, and solutions‑oriented mindset
• Interest in sales, travel, or hospitality

• Thrives as a utility player in a fast‑paced, dynamic environment
• Highly organized with strong follow‑through and accountability
• Able to manage multiple priorities while staying on top of details
• Curious, coachable, and motivated to grow professionally
• Comfortable balancing administrative work, analytics, and cross‑functional coordination

• Ethics & Integrity:
  Leads with integrity, transparency, and professionalism; honors commitments; builds trust through consistent actions; upholds Ama Waterways’ values and standards.
• Dependability:
  Takes ownership of responsibilities; follows through on commitments; meets deadlines; communicates proactively when circumstances shift.
• Collaboration & Teamwork:
  Partners effectively across teams and functions; values diverse viewpoints; builds trust; advances shared goals and collective success.
• Communication:
  Communicates clearly and thoughtfully; adapts messaging; listens actively; presents ideas with confidence and purpose.
• Customer Focus:
  Responds with care and professionalism to internal and external customer needs; navigates challenges constructively; seeks feedback to elevate the experience.