Summary:
This Administrative Assistant position will support and assist the Sales team by answering the departments primary phone line, assisting Managers in handling daily, weekly and monthly reports, managing daily tasks such as ordering supplies, ordering and preparing amenities, sales collateral, maintaining travel and tradeshow schedules/ budgets and assisting with the coordination of site inspections. This position also reconciles all expenses (p-cards, 128 accounts, and cash expenses), completes purchase requisitions for vendor payments, prepares promotional mailers, distributes contracts internally, and files paperwork as needed. The cohesiveness of this team is key to working hand and hand with the other coordinators in the office in the daily sales process of the Conference Sales department.
Essential Duties and Responsibilities:
- Answers and assists with all incoming telephone calls, taking detailed messages when necessary and distributing to the appropriate manager or department.
- Maintains and distributes leads to appropriate Sales Managers from Rep firms, the ORC Website, phone calls, emails, and CVENT.
- Working in Delphi entering data, managing room blocks, merging documents, and creating initial deposit invoices.
- Responsible for ongoing contract and addendum revisions and interdepartmental routings.
- Experience in all areas of office work; multi-tasking; understanding directions; and independent worker.
- Reconcile monthly expense reports including travel P-Cards, Club 128 accounts, and cash expenses.
- Assist with all site inspections by preparing and distributing all VIP needs Secure VIP room reservation, Road cart, transfers, VIP amenity requests, dining reservations, distribute Site profiles to Club leaders.
- Maintain amenity inventory of specialty items in storage room.
- Office supply ordering, Office Depot, Food track.
- Prepare purchase orders, check requests, , contracts, and initial deposit invoices..
- Maintain master travel schedule for all tradeshows and site inspections.
- Work with sales managers and assist them in needs they may have and work graciously and seamlessly with other departments.
Language Skills:
Must be able to comprehend the English language in order to communicate with co-workers and fully understand job assignments. Must have excellent communication skills, written and verbal.
Reasoning Ability:
Must be able to make sound business decisions on behalf of the club at all times.
Physical Demands:
The physical demands described here are representative of those that must be met by an 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. Sample physical requirements might include:
- Must be able to stand for long periods of time.
- Must be able to reach, grab and lift objects over shoulder height
- Must be able to squat and kneel down on regular basis
- Must be able to bend & twist upper body to reach up, down or side-ways on regular basis
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Be a team player and provide lateral service.
- Follow Ocean Reef Club Associate Handbook and Quality Job Standards.
- Be able to endure outside weather conditions; heat, rain, cold, and at times high winds.
- Be willing and able to work when needed, including weekends & holidays.
Attendance, Appearance and Conduct:
Regular attendance in conformance with the standards, which may be established by Ocean Reef Club from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment.
Due to the cyclical nature of the hospitality industry and report deadlines, associate may be required to work varying schedules to meet the business needs of the Club and report deadlines.
Proper grooming is required by all associates and is described in detail in the Associates Handbook. Associates should review this policy and make sure that at all times they present themselves for shifts looking clean, neat and professional.
As a condition of employment, all associates agree to fully comply with Ocean Reef Club rules and regulations for the safe and efficient operation of Club facilities. Associates who violate Club rules and regulations will be subject to disciplinary action, up to and including termination of employment. If you have any questions or doubts you should seek clarification from your supervisor.
Job descriptions are not intended and should not be construed to be exhaustive lists of all responsibilities, skills, efforts or working conditions associated with a job. While this job description is intended to be an accurate reflection of the requirements of the job, management must reserve the right to add or remove duties from particular jobs when circumstances (e.g. emergencies, change is workload, rush jobs or technological developments) dictate.
Brand: Ocean Reef Club
Address: Sales and Marketing Key Largo, FL - 33037
Property Description: Sales and Marketing
Property Number: 77
