Sales Administrative Assistant

Overview

La Costa Resort and Spa
Nestled among the beautiful coastal foothills of Carlsbad, CA, Omni La Costa Resort & Spa is honored as the #1 Wellness Spa by Spa magazine. Omni La Costa's acclaimed restaurants present an updated take on locally inspired cuisine and culinary delights. Steps from your door, world-class accommodations, championship golf and tennis, eight pools and more anxiously wait to welcome your arrival.

Omni La Costa associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect, gratitude and empowerment day in and day out. If you are a friendly, motivated person, with a passion to serve others, Omni La Costa may be your perfect match.

The administrative assistant is responsible for a variety of tasks to support the sales team, Director of Sales, Director of Sales and Marketing, and Complex Director of Revenue Management.

• Effectively prioritizes and manages a varied workload to meet deadlines of all managers.
• Prepares and distributes correspondence relevant to group sales, including booking notices, letters, contracts, proposals, site inspection notifications, amenity cards, expense reports, and general administrative paperwork for assigned managers, while ensuring all correspondence is 100% accurate.
• Ability to navigate and respond to a variety of unique on-line RFP tools (Cvent, FLIP and G-Leads, Meeting Broker, etc.) on behalf of sales managers.
• Must have thorough knowledge of Delphi.fdc data entry, standards, function and booking/blocking of space, GRC, accounts, contacts, bookings, reports.
• Works proficiently and quickly with daily use of Delphi.fdc.
• Maintains account files, ensuring content such as contracts, contract addendums, post-convention reports and client correspondence is current, and arranged as specified in the SOP.
• Coordinates general office functions, such as inventory & stocking of supplies, prepare documents, presentations, correspondence, contracts and addendums.
• Ensures that all business inquiry calls are given the highest priority, and meet the Omni Sales Intensity “Take No Messages” standard.
• Utilizes the Sales Inquiry Form and is able to qualify business inquiries by telephone, gathering basic pre-screening information from the client and quickly develops rapport to create a positive “first impression”. Ensures information gathered is accurate, thorough and recorded neatly.
• Ensures messages are delivered to the appropriate person in a timely manner, including name and phone number of caller, date and time call received, as well as relevant information shared by caller.
• Assists sales managers with the logistics of pre-planning and implementation of site inspections, including but not limited to, ordering of specialty amenities, coordinating printing, purchasing gifts, room inspections and working with operational departments to ensure all aspects of the site inspection are “client ready”.
• Assists sales manager with logistics of pre-planning and post-trip follow up for sales trips and client events.
• Has a complete understanding of the phone system, office telephone procedures, and standards.
• Understands the advance deposit procedures and accounting standards related to groups.
• Receives group and catering leads from multiple on-line channels and quickly is able to assess and assign to the appropriate manager.
• Is familiar with all resort services/features and local attractions/activities to respond accurately to any guest inquiry.
• Performs other duties as assigned by management.
• Complies with all uniform and grooming standards.
• Is familiar with work schedules, reporting to work, paid time-off, vacation requests.
• Complies with and understands cafeteria meal times and other breaks.
• Knows fire alarm and other emergency procedures such as:
  Fire prevention and safety regulations;
  Procedures for guest or associate accidents;
  Use of hazardous chemicals, The Right to Know Law (OSHA).
• Knows how to continuously improve guest service using the Omni Service Tradition program.
• Understands…