Sales Administrative Assistant

The Sales Administrative Assistant is responsible for providing overall administrative support to the Sales Department, Destination Services Department and other departments on an as-needed basis.

• Provide assigned Sales Managers with administrative support including but not limited to:
  • Support the Sales Manager's sales efforts and customer care
  • Phone and Customer Correspondence
  • Prepare documents as needed
  • Light Mail duties
  • Marketing and Sales effort support
  • Calendar and Appointment Management
  • CRM management of assigned managers
  • Site Visit Support – Assists with preparing materials, amenities, and logistics for client site visits
• Provide administrative support to the Sales Department including but not limited to:
  • Gather group room/data for input:
    • Solicit Group History for data entry
    • MINT group and pick up data input
    • Room night pickup data entry and reporting
  • Develop and coordinate various reports and projects with Executive Assistant as needed.
  • Process and maintain documentation in Simple View and Momentus
  • Pull documents and reports and send them to hotel partners when required
  • Special projects as assigned
• Provide administrative support to the Housing and Destination Services Dept. including but not limited to:
  • Housing Support – Assists with Housing Agreements, room entry in Passkey, client and hotel communications, management of the housing inbox, cutoff date reminders, housing audits, and other housing-related tasks. Attends housing planning calls and communicates directly with clients
  • Amenity Closet Inventory & Organization – Assists in maintaining inventory and organization of amenity supplies and provides notification when items are running low or need to be replenished
  • Check Request Support – Assists with processing check requests for internal billing and tracking, manual invoices, and hotel partner reimbursements
  • Client Gift Bags – Prepares and distributes client amenity gift bag for events, including distribution
  • Final Pick-Up Reports – Prepares final pick-up reports for events once the program concludes
  • Support sales efforts for Client Events and FAM Trips
  • Assist in coordination of client events when required
• Track leads from trade shows and customer events
• Support other Departments as needed, including but not limited to:
  • Front desk beverage and break room replenishment
  • Front desk relief coverage on a rotating basis with other staff

• 3 years of Sales/Marketing Hospitality administrative support experience preferred
• Ability to pay attention to detail and multi-task in a fast-paced environment
• Excellent verbal and written communication skills
• Strong organizational skills and ability to meet deadlines

Team San Jose is an equal opportunity employer.