Sales Administrative Assistant; Entry Level

Location: Omni Louisville Hotel, Louisville, KY

Handles all administrative duties required by the Sales and Marketing Divisions in order to provide superior services to our guests.

• Schedules and prioritizes workload to meet deadlines of all managers.
• Types and distributes all correspondence, including letters, emails, proposals, contracts, etc., for assigned managers. Ensures all correspondence is 100% accurate.
• Maintains account files and ensures that all information is included in the file, e.g., post-convention reports, letters, fax information, etc.
• Checks department mailbox in the morning and afternoon.
• Answers calls to the sales office by the third ring.
• Ensures that all managers receive messages in a timely manner (includes name, phone, group or company name, number of callers, date and time call received).
• Enters group information (sites, resumes) in FDC and distributes to all relevant departments.
• Prepares electronic and paper files for contracts and addendums, sends countersigned agreements to clients.
• Sends initial deposit and/or cancellation invoices to clients via e‑mail and MyCheck, follows up to ensure deposits are received and records transactions in FDC. Works closely with Accounting to communicate actions.
• Enters work orders in Synergy as directed by managers.
• Takes detailed phone and web leads, qualifies them on the phone, and distributes them to the manager assigned to that market(s).
• Assists unassigned managers as needed.
• Updates bulletin boards on assigned months.
• Gathers materials and mails packages to clients as necessary.
• Arranges and inputs amenities into systems for VIP clients and processes paperwork (amenity card, receipt signature from Room Service).
• Processes outgoing mail.
• Covers for reception during lunch.
• Takes minutes at committee/assistant meetings as directed.
• Assists in conducting department OST meetings.
• Participates in schedule rotation for late coverage on days the office closes early.
• Creates purchase orders in Birchstreet and submits them for approval to the necessary departments.

• Creates brand‑appropriate and channel‑specific content that draws the attention of experience seekers and lifestyle enthusiasts, generating word‑of‑mouth and positive PR traction.
• Works with DOSM and DRM to create and execute property promotions and packages that represent a unique, luxurious lifestyle.
• Assists Makers Agency with creating content such as blog posts, tweets, Instagram posts, and posts them on all appropriate social channels to increase social traffic to
• Receives inquiries for donations and works with the DOSM and GM to determine viability and distribute them.
• Acts as point of contact for photography shoots: coordinates shot schedule, assists as the on‑site contact, blocks space, and notifies necessary departments.
• Acts as liaison in ordering all marketing and sales related printing projects, such as brochure materials, posters, ads, direct mail, invitations, promotional items, etc.
• Collaborates with multiple department contacts to gather and develop content (e.g., Mokara Spa, Bob’s Restaurant, etc.).
• Proofs and edits all collateral before processing to print.
• Ensures that listings in all directories and magazines are accurate and current.
• Coordinates hotel reservations in conjunction with trade agreements and maintains a record of complimentary stays.
• With the assistance of the DOSM, promptly responds to all media requests, provides accurate information, offers imagery and quotes when appropriate.
• Generates purchase orders for all sales and marketing related items. DOM approval required before order placement.
• Handles all billing for the required activities within the role.

• Must be able to work alone as well as work well with others.
• Must be able to take initiative to start and complete projects without excessive follow‑up.
• Must be able to assist and work with multiple managers.
• Has good communication skills.
• Is extremely computer savvy (Microsoft Word, Publisher, Outlook, Excel, Adobe Suite).
• Previous knowledge of Delphi/FDC, Opera, Synergy, Birchstreet and MyCheck preferred but not required.
• Has good organizational skills.
• Is detail oriented.