Sales Administrative Assistant

Job Summary
We are seeking a dynamic and highly organized Sales Administrative Assistant to join our team! In this vital role, you will be the backbone of our sales operations, providing exceptional administrative support to ensure smooth daily functions. Your energetic approach and attention to detail will help drive efficiency, enhance customer interactions, and support our sales team’s success. This position offers an exciting opportunity to develop your office management skills while contributing to a vibrant, fast-paced environment. The ideal candidate is proactive, and possesses a strong foundation in office and clerical tasks, with a passion for delivering outstanding customer service.

Sales Assistant

Position Summary

The Administrative Assistant for the Sales Department provides a high-level support to ensure efficient daily operations. This role requires strong attention to detail, discretion, time management, and the ability to manage multiple priorities in a fast-paced office environment.

The ideal candidate is proactive, organized, and solutions-oriented with excellent communication skills.

Key Responsibilities

Administrative Support

• Manage department calendars, meetings, and coordinate appointments
• Prepare correspondence, reports, presentations, and documents
• Organize and maintain electronic filing systems
• Handle incoming calls, emails, and inquiries professionally
• Assist with expense reports, invoices, and basic bookkeeping tasks

Communication & Collaboration Support

• Track deadlines and project timelines
• Assist in maintaining databases and CRM systems
• Support reporting and data entry accuracy

Core Competencies

• Attention to detail
• Time management
• Professionalism
• Initiative and follow-through
• Adaptability
• Team player mindset

Sales & Revenue Support

• Maintain CRM data accuracy and reporting
• Prepare group resumes, contracts, and client correspondence
• Track room night production and assist with KPI dashboards
• Support RFP submissions and account documentation
• Coordinate internal communication between Sales and Operations

Administrative Coordination

• Schedule weekly production meetings
• Prepare sales reports and performance summaries
• Maintain organized digital sales files
• Assist with billing, commission tracking, and documentation

Client & Event Support

• Assist with BEO distribution and meeting logistics
• Coordinate rooming lists and master account documentation
• Ensure proper internal handoffs between departments
• Onsite coordination and backup support as needed

Preferred Experience

• Hospitality or hotel sales environment preferred
• Familiarity with CRM systems (Hilton systems, etc.)
• Experience supporting revenue-driven departments

Qualifications

• High school diploma required; Some college preferred
• 2+ years of administrative experience preferred
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace
• Strong written and verbal communication skills
• Exceptional organizational and multitasking abilities
• Ability to handle confidential information with discretion

Skills

• Proven experience in office management or administrative support roles with clerical experience preferred
• Strong computer literacy including proficiency in Microsoft Office (Word, Excel), Google Workspace, and data entry skills
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment
• Bilingual abilities are highly desirable to serve diverse client needs effectively
• Experience with multi-line phone systems and front desk operations essential for managing communications smoothly
• Knowledge of QuickBooks or bookkeeping software beneficial for financial recordkeeping tasks
• Exceptional customer service skills coupled with professional phone etiquette and personal presentation
• Ability to proofread documents accurately while maintaining attention to detail
• Strong time management skills to handle multiple responsibilities efficiently
• Previous experience as a medical or dental receptionist or personal assistant is a plus but not required

Join us in this energetic role where your organizational talents will shine! We value proactive individuals who thrive on supporting sales teams through meticulous administrative work while delivering top-tier customer support. Your contributions will help foster an efficient office environment that drives success every day!

Job Type: Full-time

Pay: From $15.00 per hour

Benefits:

• Paid time off

Work Location: In person