Administrative Assistant - Sales

• Job Category Corporate, Sales

Provide administrative support to multiple National Sales Managers in a fast-paced sales environment. Must exhibit strong organizational skills, initiative, attention to detail, professionalism and technical adeptness while adhering to our Standard Operating Procedures. Master the Delphi hospitality system to create accounts and bookings. Maintain client files including contracts, booking profiles, deposits, golf and other pertinent information. Must be able to multitask and expedite last minute requests.

Pebble Beach Company, (“PBC” or “The Company”)headquartered in Pebble Beach, California, owns andoperatesthe world-famous Pebble Beach Resorts , including The Lodge at Pebble Beach, The Inn at Spanish Bay, and Casa Palmero. The Company alsooperatesfive renowned golf courses:
Pebble Beach Golf Links,homeof the 2027 U.S. Open,Spyglass Hill Golf Course,The Links at Spanish Bay, Del Monte Golf Course, andthe Tiger Woods designed short course,The Hay.

Its other famed properties include scenic 17-Mile Drive, The Spa at Pebble Beach,Forbes Five-Star certified since 2014,Pebble Beach Golf Academy & Practice Facility, and a diverse offering of culinary and retail experiences. PBC annually hosts premier events such as the Pebble Beach Concoursd’Elegance, AT&T Pebble Beach Pro-Am, Taylor Made Pebble Beach Invitational, Pebble Beach Food & Wine and PURE Insurance Championship.

• Display superior professional ability, initiative and meticulous attention to detail.
• Required to develop in depth resort knowledge of guestrooms and function space in order to assist customers.
• Learn and master the Delphi Sales and Catering software system to check availability, create accounts, bookings, site visitations, block program details while adhering to all applicable SOPs(all properties).
• Revise Delphi bookings and follow internal distribution guidelines detailed in the Sales Distribution SOP (involves handling/processing multiple bookings per group based on guestrooms & function space blocked throughout our resorts).
• Assist NSM’s in researching guestroom & golf availability in SMS (complete understanding of golf guidelines).
• Assist NSM in researching guestroom and function space availability in Delphi
• Expedite the administrative processing of group sales inquiries for NSM’s.
• Generate VIP Reservations (transportation) & Amenity Requests using SMS system (all properties).
• Use the internet resources to compile account profiles.
• Create/Maintain group sales “hard files” for NSM’s in addition to consistently verifying data integrity of bookings & accounts when working with sales files or speaking with customer.
• Work closely with CS, GRES and Group Billing while effectively communicating program details.
• Communicate outstanding tasks to the NSM’s and the Administrations Manager throughout the day.
• Answer telephones, relay messages and answer general questions when possible
• Use MS-Outlook to compose and answer email message to internal departments and external customers.
• Make restaurant reservations for groups.
• Use Market-Vision Software to export group data:
  Prepare, proofread, verify and assemble information for reports.
• Use MS-Word to customize, draft & format a multitude of sales documents
• Create and maintain updated sales “hard files” for NSM’s.
• Schedule, coordinate and setup meetings, appointments and travel arrangements for NSM’s as directed.
• Prepare various Pebble Beach Company Accounting Standard Forms i.e. Expense Reports, Trip Authorization Forms and generate check requests as requested by NSM.
• Greet, serve & accommodate visitors and business associates in a professional upbeat manner.
• Admins are expected to act as an extension of their NSM’s, especially when NSM’s are out of office.
• Attend/participate in departmental meetings and daily resort “huddles”.
• Rotating duties will include:
  Ordering of office supplies; ordering of beverage supplies; ordering of paper supplies “logoed items”; process incoming and outgoing departmental mail am & pm; calling Room Service to verify Amenity Deliveries.
• Comply with naming convention devised for all system network folders & Delphi attachments.
• Act as backup…