Sales & Marketing Coordinator

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POST DATE 9/9/2016
END DATE 10/9/2016

Hilton San Diego/Del Mar Del Mar, CA

Hilton San Diego/Del Mar
Job Classification
Full Time
Company Ref #
AJE Ref #
Del Mar, CA
Mid-Career (2 - 15 years)
Job Type
High School Diploma or GED


JOB TITLE: Administrative Assistant REPORTS TO: Director of Sales & Marketing or Assistant Director of Sales or Senior Sales Manager or Sales Manager or Director of Catering or Catering Manager, or Director of Convention Service or Convention Service Manager or Executive Meeting Manager FLSA DESIGNATION: Non - Exempt BASIC PURPOSE: Provides the department with administrative support including, typing, filing, answering telephones, taking messages, maintaining appointment calendar, making travel arrangements and other general office duties. ORGANIZATIONAL SCOPE: ESSENTIAL FUNCTIONS: Opens incoming mail, dates stamps and distributes accordingly. Sends outgoing mail both interoffice and outside of the hotel. Routes mail, faxes and other printed matter (20') Types and prepares numerical/financial reports, as directed. Prepares correspondence on behalf of management staff. Enters data into the departments' information system, as required. Duplicates, copies and distributes and mails materials for the department/office (20') Orders and maintains office supplies and equipment. Maintains files and equipment in an orderly and professional manner (15') Uses the property's email system and maintains their email box, as is policy. Additionally, this position may or may not have access and/or control over the email box of their supervisor(s) (15') Orders and maintains office supplies and equipment. Maintains files and equipment in an orderly and professional manner (10') Appropriate business use of telephone and voice mail system. Greets internal and external customers in a friendly and professional manner. Announces visitors and/or handles requests, as appropriate SUPPORTIVE FUNCTIONS: 1. In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company. Maintenance of filing system in accordance with the Record Retention policy. Preparation of special reports or projects, as requested. Attend all required meetings Knowledge of and compliance with all Emergency procedures. Reports unsafe conditions, as appropriate. Maintain a professional and friendly relationship with other departments, team members and guests. Maintains work area in a neat and orderly fashion Other duties as assigned by management Page 2 INTERSTATE HOTELS & RESORTS JOB DESCRIPTION JOB TITLE: Administrative Assistant REPORTS TO: Director of Sales/Marketing ========================================================= Knowledge and Skills: Education: High School diploma or equivalent required, 4 year college degree preferred Experience: A minimum of 4 years of related experience Skills and Abilities: Requires advanced knowledge of the principles and practices within the Catering Sales and Food & Beverage professions. This includes experiential knowledge required for management of people, complex problems, efficient sales activities, food and beverage management, etc. Ability to make occasional decisions which are generally guided by established policy and procedures. Must possess communication skills in terms of the ability to negotiate, convince, sell and influence professionals and/or hotel guest(s). The position requires awareness and experience in group revenue management principles to ensure effective group block management. No. of employees supervised: The position supervises from 2 - 10 people Travel required: Hours Required: Page 1 JOB TITLE: Administrative Assistant LOCATION: ENVIRONMENT Physical Job Requirements (for essential functions only) ================================================================ Lifting/Pushing/Pulling/CarryingDescribe the type(s) of required lifting, pushing, pulling, and/or carrying to include objects, weights and frequency. No Lifting/Pushing/Pulling/Carrying Required. ------------------------------------------------------------------- Bending/Kneeling Describe the type(s) of required bending and/or kneeling to include when, why and how often. No Bending/Kneeling Required. ------------------------------------------------------------------- Mobility Describe the type(s) of mobility required to include distances and ' of time involved. Stationary Position ------------------------------------------------------------------- Continuous Standing Describe the reasons to include time period and frequency. No Continuous Standing Required. ------------------------------------------------------------------- Climbing Stairs: Up to approx.2 flight steps_5__' of__week__ (time period) Ladders: Up to approx.______feet______' of_____________ (time period) No Climbing Required. ------------------------------------------------------------------- DrivingDescribe type of vehicle, distances, ' of time involved and frequency. No Driving Required. ------------------------------------------------------------------- Work Environment Inside: ' of week _ (time period) Outside: ' of week _ (time period) Describe any abnormal temperature exposures: ------------------------------------------------------------------- Page 2 JOB TITLE: Administrative Assistant LOCATION: ENVIRONMENT Physical Job Requirements (for essential functions only) Hearing X Critical Moderate Minimal Explain: Need excellent listening skills to deal with clients ------------------------------------------------------------------ Vision X Critical Moderate Minimal