Sales Administrative Assistant Sales Graduate Ann Arbor Hotel The Graduate Hotel Ann Arbor is one of the newest hotels to join the Graduate brand. Boasting 204 guest rooms as well as flexible meeting space, this hotel has just opened after an extensive renovation. What is a Graduate Hotel? To be a Graduate, is to be part of a well- curated, well- crafted collection of hotels that reside in themost dynamic University towns across the country. Every site and property celebrates and commemorates the youthful optimism of school days and cultivates the spirit of each community in a bright new way. Every smart cultural nod in the place winks at the heritage and history of each unique town. Bask in the unexpected, where little moments of surprise and discovery will meet you down every corridor and around each corner. Our warm, friendly and whip smart staff can guide you in and around so that you feel like a local, at home again even if its your first time in town. So, expect the unimagined, but know that the luxury of a get away (or just getting down to business) are all part of the charm and soul that make staying here a smart choice. Sure, we could go on about our comfy beds and five- star touches and all, but rest assured our guests have never had a night quite like this before. In other words, weve done our homework. Were glad you came to work after school. Graduate Hotels--where smart never goes out of style! Find out today what a career with Pyramid Hotel Group at the Graduate Hotel Ann Arbor can mean for you! Group Sales Administrative Assistant administers the operational and system processes for coordinating group arrival and departure. This includes verification of reservations, online bookings and rooming lists. Provide ongoing communication between the client, the hotel, and the sales office ensuring all operational standards are met including brand standards and overall guest satisfaction Responsibilities: 1) Act as the primary resources for the operational and administrative functions for group block management including building blocks, managing group inventory, billing, pre-arrival and post departure tasks as required. Act as a resource to the hotel and the client for information. Verify information and disseminate as appropriate 2) Maintain a working knowledge of the sales, front office, accounting areas. Have a thorough understanding of the operational areas, guest patterns, demand periods and seasons. 3) Maintain a working knowledge of revenue management principles as it applies to the hotel in general. Overview: Responsible for providing administrative support to the Sales Managers, Reservations, and Director while being familiar with all aspects of the sales process. Assist in the organizing of meetings/events and act as a liaison with the hotel's Department and Division Heads for sales related business. Provides back up support to the Sales Team Reports to : Director of Sales Essential Functions: 1) Receive and respond to incoming telephone calls for the sales team in accordance with the Graduate Ann Arbor serving as the communication hub for Group Sales 2) Prepare accurate written correspondance including letters, contracts, reports, banquet event orders, schedule of events, printed manus, and emailing using MS Word, Excel PowerPoint, Room Key, SalesPro and Email 3) Maintain SalesPro accounts, including traces, creating and updating bookings, manipulating events and guest room blocks in Room Key & SalesPro (group pickup) 4) Complete distribution of Sales correspondence to the hotel operating departments as required. Examples: Amenity Cards, Resumes, Rooming Lists etc. 5) Support Director of Sales and Sales Managers in preparing for client site inspections and client events 6) Make reservations, enter rooming list and take care of amenities for Managers. Follow-up by double checking all VIP reservations and amenities. Coordinate with Front Desk and have the VIP rooms pre-assigned. Ensure that personal note accompanies all amenities. 7) Running of daily, weekly and monthly reports 8) Maintain departmental reports on weekly/monthly basis in support of the Director of Sales & Director of Revenue 9) Maintain the various Sales file system, both electronic and paper, including Account Files, Master binders for RFP's etc. 10) Operate a variety of electronic and manual office resources, including but not limited to laser printers, multi-function copy machines, fax machines, paging system, a bindery machine 11) Comply with the Graduate Ann Arbor standards for sales and marketing, while working harmoniously and professionally with co-workers and Executive Committee 12) Respond according to the crisis management plan to any hotel emergency or safety situation Non-Essential Functions: 1) Periodically assist with front of house operations including greeting and directing guests, manning hospitality desks, and working with Banquets on "quick sets" or teardowns 2) Perform other tasks or projects as assigned by the Director of Sales 3) Maintain an inventory of all standard department supplies and printed materials, including but not limited to brochures, letter head, note cards, menus, sales kits, etc. 4) In the absence of Sales Management, assist clients and seek out solutions to requests in a friendly, caring and helpful manner 5) Participate in scheduled departmental and administrative meetings as requested.