Administrative Assistant - Sales

TEMP TO HIRE

IN-PERSON - HOUSTON, TX.

Houston First recognizes and appreciates the importance of cultivating an environment that nurtures talent; is equitable and values different perspectives and backgrounds; and, above all, is respectful to everyone.
 

The Administrative Assistant in Sales provides superior support to the Managers and Directors of the Sales and Client Services department ensuring a smooth day-to-day operation. This includes cross-communication between departments, utilizing exceptional computer skills and knowledge of functional area to providing accurate, efficient, and timely administrative support.

• The ideal candidate must have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel, Power Point and MicroSoft Outlook environment. 
• This position will commence with a 90-day temporary period. Upon satisfactory performance, the role will seamlessly transition into a full-time position.

• This position has no supervisory responsibilities.

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

• Assists the sales managers or directors with day-to-day administrative and clerical activities, i.e. correspondence, calendar management, telephone inquiries, purchase order requests, travel, mailers, calendar updates, expense reports, schedule meeting rooms, shipping, mailing, etc.
• Prepares, copies and binds bids for Sales Managers upon request of client, including letters, information on facilities, housing, transportation, amenities, services and security
• Site Visits – Secures location, prepares agenda/handouts/presentations, order F&B, wrap and distributes client amenities
• Turnover: Gathers leads using the Destination Marketing Association International (DMAI) Economy Impact estimates provided by sales managers; process contracts or historical data that might be necessary for a hotel grid; and complete the turnover checklist before approving it.
• Schedules and coordinates travel arrangements for sales managers preparing travel authorization, register for conference/event, secure hotel, prepare travel documents, post to calendar.
• Seeks out the most economical product while operating within the allocated budget.
• Works within departmental systems, Simpleview, Customer Relationship Management (CRM) on a daily basis
• Prepares American Express and Personal Expense reports on a monthly basis, enter all expenses in checkbook and prepare invoices. 
• Maintains and fosters relationships with various sales managers from different hotels and venues around Houston in order to assist sales managers
• Maintains sales files, electronic filing of leads, correspondence, etc.
• Completes special projects designated by the Sales Managers, Directors of Sales and the Senior Vice President of Sales.
• Provides overflow assistance to Department support staff as directed by the Administrative Support Manager
• Serves as back-up receptionist on a rotating schedule.

EDUCATION AND EXPERIENCE

• High School Diploma or equivalent
• Two years of secretarial/administrative experience, and knowledge of general office procedures

KNOWLEDGE, SKILLS, AND ABILITIES

• Proficient computer literate with excellent software skills (Microsoft Word, Microsoft Excel); PowerPoint proficiency is required.
• Accurate typing skills of 50-60 wpm
• Working knowledge of hospitality industry reporting procedures preferred
• Excellent written and oral communication skills
• Excellent telephone and interpersonal skills
• Ability to work effectively under pressure and manage multiple on-going projects
• Good judgment and decision-making skills

• ☒ No major sources of discomfort; normal office environment

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