ABOUT US:
The Palms Hotel & Spa combines genuine service, laid-back sophistication and oceanfront serenity into a 251-room vacation, meeting, and wedding destination where complete wellness and environmental awareness are at the center of each guest experience.
Privately owned and managed by a European family since over 25 years, The Palms is a AAA Four-Diamond rated hotel with a lush tropical pool area, a full-service beach operation, over 8,000SF of meeting and event space, an AVEDA lifestyle spa & salon, and ESSENSIA Restaurant & Bar, its signature natural gourmet eatery. The Palms Hotel & Spa is a member of Preferred Hotels & Resorts, a collection of the finest independent luxury hotels around the world, and Beyond Green, a global portfolio of planet Earth’s most sustainable hotels, and the recipient of Travel & Leisure’s World’s Best Award for six consecutive years.
Enjoy a stable work environment in a professionally run hotel, where we help each other to flourish and grow. Come and be a part of our family!
JOB SUMMARY:
The Sales Administrator provides direct administrative support and assistance to the Sales team. The candidate is passionate about customer service and has the professional disposition to work with various clientele. This position ensures the hotel’s culture and philosophy are continually met through each interaction. You are a multi-tasker with excellent communication skills and a high level of accuracy. The Administrator is flexible and can work on various projects simultaneously.
MAIN DUTIES & RESPONSIBILITIES:
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Assist with sending proposals, blocking space, and & issuing contracts
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Process definite contracts to clients and distribute them to various departments
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Answer incoming calls, take proper lead information, and present for quoting
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Monitor leads from various lead sources (Cvent, etc.)
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Prepare, update, and maintain monthly group reports and other sales reports
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Assist with answering questions from all market segments
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Handle site inspections whenever necessary
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Prepare for site inspections (site memo to internal departments, collateral, etc.)
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Book all Site Inspection and group VIP reservations
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Process Site VIP amenities (for arrivals, notecards, etc.)
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Issue monthly thank you letters – groups
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Maintain files, create files, convert group bookings
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Assist with collateral for sales trips/sales calls – preparing and shipping boxes, etc.
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Assist with brochure and sales kit mailings (for solicitation purposes)
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Maintains and uploads contacts in our contact database; imports and exports data from printed and electronic sources – uploads business cards as needed, etc.
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Maintain/prepare sales kits – make sales kits (ensure availability at all times)
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Submit office supply orders to Purchasing Department
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Assist with Printing BEO/Menus
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Assist the Director of Conference Services and Group Manager
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The Director of Sales may add additional duties and projects to fulfill the Sales department’s goals and objectives
OTHER DUTIES & RESPONSIBILITIES:
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Maintain the highest level of customer service and guest satisfaction according to the standards set forth by The Palms Hotel and Spa
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Ensure compliance with health and sanitation policies in all areas
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Adhere to all fire, safety, and security procedures according to hotel policy
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Adhere to all sustainability guidelines as per the Inspired by Nature Program
QUALIFICATIONS
Knowledge, Skills, and Abilities Required:
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Excellent Microsoft skills (Word, Excel, Outlook, and PowerPoint)
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Excellent communication skills, both written and oral forms
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Attention to detail orientation and strong time management skills
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Ability to work effectively in a multi-cultural team environment
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Proficient in the English language (written and verbal), a second language is an asset
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Strong organizational skills and ability to handle multitude competing priorities
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Show genuine care for all co-workers and guest(s)
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Maintain a professional appearance and manner at all times
Education/Certifications
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Hospitality School Degree a plus
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At least 3 years experience in a hotel’s Front Office, Group Sales, or Reservations
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Knowledge of Oracle Opera PMS, Synxis CRS, and CVENT a plus
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Working knowledge of Reservations, Front Office, Sales
WORK CONDITIONS & PHYSICAL DEMANDS:
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Able to lift unassisted 10-20 lbs.
This job description is not necessarily an exhaustive list of all responsibilities, skills, duties and requirements, efforts, or working conditions associated with this position. While this is intended to be an accurate reflection of the current tasks performed, management reserves the right to revise or require other commitments when circumstances prevail.
The hotel operates seven days a week, 24 hours a day. We may find it necessary to schedule shifts according to our business volume. You must be willing and available to fulfill changing operational demands.
All requirements are subject to possible modification to reasonably accommodate individuals with a disability.