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sbe Miami/ Sales & Events Administrative Assistant

sbe Miami/ Sales & Events Administrative Assistant

Req No. 
2017-4877
Job Locations 
US-FL-Miami Beach
Category 
Sales and Events
Job Requirements 
N/A

More information about this job

Overview

SBE MIAMI One

This position is responsible for providing administrative support to the Sales & Catering team. 

 

Responsibilities

Responsibilities include but are not limited to:

  • Performs daily office duties including proposals, contracts, filing, faxing, copying, creation of files for catering clients
  • The ability to effectively execute/maintain the sales process through inquiry calls
  • Distributes Weekly BEO Packet and other appropriate weekly communications to Operations team
  • Creates daily events and door signage for events
  • Send event follow-up correspondence/evaluations
  • Accurate and timely general document and correspondence production, organization, and distribution including, but not limited to: Client letters, Amenity requests and cards, Pre-con packets (title sheet & staff phone list), BEOs, Assemble menu packets and pre-cons packets
  • Produce client proposals and contracts.
  • Regularly perform duties within sales database.
  • Conduct research on potential clients.
  • Occasionally conduct property tours for potential clients.
  • Produce expense reports for managers.Generate new leads - Generate sales and maximizes revenue while developing and maintaining long term relationships with clients - Create and maintain positive community relationships
  • Maintains SBE Company Standards II. Booking Special Events / Administration
  • Handle initial inquires in a timely manner - Send information packets, letter writing, email and menu / events proposals to clients
  • Update SCMC and Event Calendar with tentative and definite business
  • Special Event Orders-distribute Information to Operations Team including floor plan
  • Ensure all accounting paperwork is accurate, responsible for collecting all monies prior to event, handle the invoicing
  • Attend weekly meetings/conference calls with operation management and sales team to review upcoming events for the week and attend pre-shift with the staff on nights of events
  • Participate in sales meetings as directed by Director of Sales
  • Reports / Financial Revenue - Assists in building the yearly Sales Plan - Understand and assist with the monthly revenue reports
  • Other duties as assigned

 

Qualifications

Education

High school or equivalent education required

Bachelor’s Degree in Hospitality preferred

 

Experience

  • 2+ years of local sales and special events administrative experience, preferably within a hotel environment.
  • Excellent phone skills exuding a "smiling voice" to the customer. Must be polite, professional and ask how they can assist the customer and take responsibility for handling the questions and requests of the customer
  • Adept on property PMS and database systems. Experience with Delphi/Opera systems preferred
  • Must have comprehensive knowledge of food and beverage, service standards, guest relations and etiquette
  • Solid client base and relationships within the local community including but not limited to local vendors such as florists, rental companies, etc.
  • Basic MS Office skills (Excel, Work, databases)
  • Basic understanding of legal contract language
  • Interpersonal skills, strong guest/client relations
  • Ability to plan, prioritize and organize in a fast-pace, high volume environment
  • Sales ability and persuasiveness
  • Candidates must be willing and available to work long hours Monday through Friday in addition to weekends.
  • Written and verbal communication skills, exceptional time management and proven sales ability while maintaining a positive, persuasive, client-focused and professional manner is essential. 
  • Candidates must demonstrate strong problem solving and solutions-oriented decision making skills.

 

Grooming

All employees must maintain a neat, clean and well-groomed appearance per sbe standards.

 

Physical Demands

  • Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.
  • Must be able to sit at a desk for up to 4 hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task.
  • Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
  • Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis.
  • Must be able to exert well-paced ability in limited space and to reach other locations of the hotel on a timely basis.
  • Must be able to bend, stoop, squat and stretch to fulfill cleaning and inspection tasks.
  • Must be able to lift up to 30 lbs. on a regular and continuing basis.
  • Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
  • Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates.
  • Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
  • Requires manual dexterity to use and operate all necessary equipment.
  • Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.
  • This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.

 

Other:

Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position. Employees 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, employees may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required.

 

Upon employment, all employees are required to fully comply with sbe rules and regulations for the safe and effective operation of the hotel’s facilities. Employees who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.