Sales Administrative Assistant

Job Description

Job Description

A beloved hotel with an enviable oceanfront location is now even better, following a $50 million renovation. Our newly redesigned Loews Miami Beach Hotel includes all-new touchpoints throughout the property. Welcome to a South Beach Icon, Reimagined.

The Administrative Assistant assists Sales Managers, Catering Managers and/or Conference Managers in providing world-class contracting, preparation, coordination and servicing of Hotel Customer base. Administers proposals, contracts and written correspondence in conjunction with Sales/Catering Team to communicate contractual information, event details and changes in conference programs to appropriate hotel operating departments and partnering teams.

Duties and Essential Functions

• Ability to juggle multiple tasks & projects with superb accuracy in a fast paced environment

• Strong administrative skills and attention to detail

• Exceptional customer service skills, over the phone and in person, with customers and internal departments

• Ability to manage different personalities, work styles and needs

• Write (or review) and distribute emails, correspondence memos, letters and customer specific communications as requested

• Assist in the preparation of regularly scheduled reports

• Assist with return phone calls. Qualify leads with additional details. Help clients with details on upcoming groups

• Coordinate reservations and amenities for Managers. Ensure room is ready and amenity delivered prior to arrival

• Assist with special project tasks, including mailings, sales blitz lists and other sales related activities

• Prepare contracts for Sales and Catering Managers; merge, alter and distribute for a tentative booking

• Assemble proposals and regret correspondence for Sales and Catering Managers

• Create Post Convention Reports, merge corresponding thank you letters

• Conduct Site Visit Tours as needed for Sales and Catering clients

• Send first contact template response to Catering inquiries with basic hotel information

• Assist in managing execution of small one-day meetings or rooms only programs

• Work directly with Operations/Restaurant to help coordinate the handling of functions

• Communicate with Catering and Conference events to inform cut off dates, review pickup reports for straight-line availability

• Assist with event execution including walking meeting rooms to ensure set is accurate, greeting meeting planners in meeting rooms on event days, and communicating requests to appropriate department for execution

• Other duties as assigned

Loews Hotels & Co is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances.