Sales & Marketing Coordinator

Hilton San Diego/Del Mar

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

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INTERSTATE HOTELS & RESORTS

                                                         JOB DESCRIPTION

JOB TITLE:  Administrative Assistant

REPORTS TO: Director of Sales/Marketing

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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:

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JOB TITLE: Administrative Assistant     LOCATION:

ENVIRONMENT

                                                  Physical Job Requirements

                                                 (for essential functions only)

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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.

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Bending/Kneeling   Describe the type(s) of required bending and/or kneeling to include when, why and how often.

  No Bending/Kneeling Required.

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Mobility   Describe the type(s) of mobility required to include distances and % of time involved.

    Stationary Position

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Continuous Standing    Describe the reasons to include time period and frequency.

    No Continuous Standing Required.

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Climbing    Stairs:  Up to approx.2 flight steps_5__% of__week__

(time period)

Ladders: Up to approx.______feet______% of_____________

    (time period)

    No Climbing Required.

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DrivingDescribe type of vehicle, distances, % of time involved and frequency.

    No Driving Required.

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Work Environment    Inside:    % of     week       _

                                        (time period)

Outside:   % of     week       _

                                        (time period)

Describe any abnormal temperature exposures:

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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

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Vision       X   Critical         Moderate         Minimal

Explain:      Research, Hotel tours, site inspections, comparisons to other hotels

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Speech       X   Critical         Moderate         Minimal

Explain:      To, convince, sell and influence

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Literacy     X   Critical         Moderate         Minimal

Explain:      Research, analysis, client correspondence

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Chemicals/Agents    Describe any chemicals/agents to include what they are, warnings and frequency of use.

 X  No Chemicals/Agents Used.

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Protective Clothing     Type:

    Approx.     % of               

      (time period)

 X  None Required.

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Equipment Operation    List type of equipment and frequency of use.

 X  None Required.

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Other Considerations

    None.

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                                                     Additional Information

Interstate Hotels & Resorts is an EEO/AA/Minorities/Female/Disabled/Veterans Employer. and to navigate to the “EEO is the Law” poster and supplement.