Sales​/Catering Administrative Assistant

Sales/Catering Administrative Assistant

Omni Hotels & Resorts

Charlottesville, VA – The Omni Charlottesville Hotel offers 208 beautifully appointed guestrooms and suites featuring panoramic views of the Blue Ridge Mountains, along with a full service restaurant and 12,000 square feet of meeting space. The hotel is located in the heart of downtown, near the pedestrian mall, and within close proximity to local restaurants, pubs, entertainment venues, historic sites such as Monticello, the University of Virginia, and the Blue Ridge Parkway.

The Sales/Catering Assistant will handle all administrative duties required by the Sales and Catering Department in order to provide superior services to our guests.

• Answers all calls to sales office by third ring.
• Takes detailed inquiry leads and submits to appropriate manager.
• Daily checks voicemails and distributes to Sales Managers appropriately.
• Ensures that all managers receive leads in a timely manner (name and phone, group or company name, number of callers, date and time call received).
• Greets and appropriately handles all “walk in” guests.
• Checks own mailbox in the morning and afternoon.
• Assists with File Turnover from Sales to CS/Catering. When new contracts are signed and turned definite, prints and prepares new file for new business. Ensures a copy of the signed contract, along with booking recap, and turnover sheet are present in the file before turning it over to CS/Catering Team.
• Maintain & keep a tidy Sales Closet/Sales Storage, and Sales Office Space.
• Order office supplies for Department.
• Maintains file system per SOP.
• Updates and maintains a tidy bulletin board.
• Schedules and prioritizes work load to meet deadlines of all managers.
• Routes copies of BEO Packet, Resume, Daily Event Log – weekly to all departments.
• Routes copies of Revised/Pop Up BEOs and Revised/Pop-Up Resumes, upon request.
• Send weekly and daily cut off reports to all Sales Managers.
• CS Wedding Room Blocks and prepare Wedding Room Block Resumes.
• Create PO’s and check requests.
• Post checks upon request.
• Assist with Travel Commissions.
• Assists with mailing packages to clients as necessary, processing outgoing mail.
• Assist Sales & Catering Managers with reservation requests, as needed.
• Enters work orders in Synergy as directed by department managers.
• Audit Rooming Lists and Routing, per request of CS Manager.
• Creates boxed lunch labels and other signage for banquets, per request.
• Assist CS and Catering Team with diagraming, per request of individual managers.
• Per Sales Manager Request – Types and distributes all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.
• Maintain monthly audit and communicate with Group Reservations Coordinator to insure GRC blocks are the same as ORS blocks.
• Assist in compilation of material for the Sales & Marketing budgeting and Marketing Plan process.
• Give group histories to other hotels and obtain them from hotels as needed.
• Serve as hotel liaison for sales automation with corporate office sales automation manager, upon request.
• Takes minutes at committee/assistant meetings as directed.
• Participates in schedule rotation for late coverage on days the office closes early.
• Travel as necessary for training/conferences.
• Additional responsibilities as assigned by Director of Sales and Marketing and/or Director of Catering and Convention Services.
• Assists other departments, upon request of Sales Management.

• Must be able to work alone, as well as work well with others.
• Must have great communication skills.
• Maintain a professional appearance and attitude at all times.
• Must be extremely computer savvy (MS Office: Word, Excel, Outlook).
• Previous knowledge of Delphi, Opera, and Synergy preferred.
• Must have good organizational skills.
• Previous Admin Experience or Hotel Experience Preferred, but not required.
• Associate degree or higher level education preferred (in business or equivalent fields), but not required.