Overview

To promote the image and services of the hotel portfolio so that maximum growth occurs through gaining new clients and contracts. Supports sales and revenue management teams to ensure hotel portfolio is meeting and exceeding room night and revenue goals in a profitable and professional approach. Serves as administration support to entire hotel portfolio.

Duties and Responsibilities

Demonstrate initiative, proficiency, and good judgment to optimize the time of those supported.
Maintain communication with client once contract is definite to establish and build relationship.
With high level of accuracy, provide convention services to clients.
Support sales team with administrative needs of scheduled groups including data entry and as appropriate, creating Banquet Event Orders, breakfast tickets, signage and labels for banquet operations.
Maintain high detailed electronic records in Delphi.fdc system
Update, maintain and distribute daily event sheets and change logs.
Create online personalized group webpage, HiltonLink; communicate links to clients and appropriate salesperson.
Process Hilton Honors group and meeting planner points.
Correspond with use of interpersonal communication, oral and written communication via telephone, electronic mail and text messaging.
Compose, transcribe and distribute professional correspondence, using individual initiative and as assigned.
Meet and greet clients and guests.
Coordinate and schedule calendar appointments, ensuring all parties are informed of and kept abreast of schedule.
In support of marketing manager, order Hilton supplies via MarKIT including cookie boxes, business cards, gift certificates, etc.
Support revenue management team by inputting rooming list reservations and changes with high attention to detail; communicate clearly with client.
Assist in providing documentation for reconciliation of billing, wire transfers, invoices, rebates and receipts.
Demonstrates a high level of integrity and professionalism in dealing with confidential information.
Communicate key information to hotel departments.
Work with other team members and departments to ensure guest satisfaction.
Work in a fast-paced environment to organize, plan and prioritize work.
Answer multi-line phone in a professional and timely manner; direct calls; take accurate messages with a high degree of professionalism and courtesy.
Perform general administrative duties including but not limited to photocopying; coordinate equipment maintenance.
Inventory and order materials, office supplies and services.
Distribute daily internal/external mail, prepare outgoing packages; point of contact for hotel shipments.
Responsible for sale of SEMVA artwork and point of contact for artists.
Run errands

Assist with special projects, as assigned.
Performs other duties, as assigned, by supervisor.

Qualifications

Strong organizational, detail orientation and ability to manage multiple priorities.
Superb verbal and written communication skills with application of grammar, punctuation and usage.

Acute attention to detail and follow through.
Ability to establish rapport with various client bases.
Demonstrated ability to foster positive relations with internal departments and sustain teamwork.
Good judgment with the ability to make timely and sound decisions.
Creative, flexible, and innovative team player.
Ability to work independently and as a member of various teams and committees.
Proficient in computers including Microsoft applications.
Customer service commitment to do whatever it takes to create a successful event for the client or guest.
Desire individual who is friendly, enthusiastic, reliable, assertive, articulate, outgoing, obliging, and compassionate.
Minimum work experience of 2 years in sales, administration or related business.
One year of hotel experience preferred; two or four-year degree preferred.

Additional Requirements

The physical demands described here are representative of those that must be met by and employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Requires walking, standing, climbing stairs. Face to face discussion with individuals or teams, and telephone conversations. Requires dealing with unpleasant, angry or discourteous people. Requires making decisions that impact the results of co-works clients or the company. Making decisions that affect other people, the financial resources and/or the image and reputation of the company. Includes responsibility for work outcomes and results, job tasks are performed in close physical proximity to other people, working indoors in environmentally controlled conditions.

This job description reflects the management’s rights to assign or reassign duties and responsibilities to this job at any time.

Hours necessary to perform at the required level are typically 40 – 50 hours weekly days vary from Monday – Sunday.

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