Hotel Administrative Assistant

US-MO-Springfield
2 weeks ago
Job ID
2017-1820
# of Openings
1
Category
Oasis Office

Overview

Recently awarded Property of the Year from Ramada Worldwide, the Oasis Hotel & Convention Center is currently seeking career driven individuals who are committed to providing a memorable experience to our guests.

 

Our award winning hotel is a full service property, offering 173 guest rooms along with over 30,000 square feet of meeting and conference space. Housed within the Oasis, you will find Fire & Ice Restaurant & Bar, featuring Springfield’s only ice bar.

 

The Oasis Hotel & Convention Center is a property structured upon our core values…

 

Passion- Passionate about who we are and what we do

Respect- Mutual respect and appreciation for our associates and guests

Extreme Service- We strive to be proactive and go above and beyond for our guests to have a positive and memorable experience.

Family & Community- All associates and guests are in the family. We desire to give back to the community and to each other.

Innovation & Uniqueness- We desire to be a true oasis in the region and embrace our identity.

Honesty & Integrity- We believe in being truthful and transparent, while maintaining professionalism, to our associates and guests in all situations, even when the situation is difficult.

Responsibilities

The Administrative Assistant is responsible for clerical, administrative, marketing materials, collateral and other duties to assist in the smooth operation of the Sales department.  In addition, this position is responsible for providing attentive, courteous and efficient service to incoming calls and guests.

  • Sales functionality
  • Responsible for the smooth operation of the sales office.
  • Monitors phones, voicemails, sales mailbox- all with 2 hour response time
  • Prepare collateral site inspections, outside sales calls, and sales trips.
  • Enter, coordinate and follow-up with Reservations and daily show rooms
  • Assist with rooming list uploads as needed
  • Pull daily and weekly reports such as daily arrivals, activity reports, GRC report
  • Produce BEOs for in-house staff meetings, group hospitality rooms, and other low revenue producing or small events
  • Copy and Distribute BEO packets and change sheets
  • Monitor groups for cutoff dates
  • Complete group resumes
  • Responsible for VIP and Welcome gifts
  • Filing, compiling reports, organize office and guest packages, updates signage
  • Maintain adequate inventory of office supplies; including sales collateral
  • Assist Director of Sales with Month End extraction and assimilation of data for reports
  • Respond and represent sales manager(s) when out of the office

Qualifications

Requirements:

  • At least 3-5 years of progressive experience in a hotel or related field preferred.
  • Must have strong attention to detail
  • Maintain a warm and friendly posture and demeanor at all times
  • Effective at listing to, understanding, and clarifying concerns raised by crew members and guests.
  • Able to multitask and prioritize department functions to meet deadlines.
  • Approach all encounters in an attentive, friendly and service-oriented manner.
  • Maintain highest standards of personal appearance and grooming, including wearing proper attire and a name-tag at all times during business hours
  • Maintains confidentiality and security of all hotel information and internal documents
  • Knowledge/skill in Microsoft Office. Experience in Opera Catering software beneficial.
  • Excellent communication, guest service and time management skills
  • Must be able to communicate with tact and professionalism
  • Performs other duties as assigned by Director of Sales

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