• Sales Admin Assistant / Market Research Coordinator

    Job Locations US-NC-Charlotte
    Posted Date 1 hour ago(1/21/2019 9:36 AM)
    Requisition ID
    2018-31338
    # of Openings
    1
    Category (Portal Searching)
    Administrative/Clerical
  • Location

    Charlotte Hotel

     

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    The Omni Charlotte Hotel envelopes you in comfort with a touch of genuine North Carolina hospitality. Centrally located in the heart of Charlotte’s financial district, the AAA four-diamond hotel is the perfect destination for convenience to area businesses or to explore countless attractions. Linked to 12 city blocks via sky bridge, the Omni Charlotte Hotel is moments away from the Blumenthal Performing Arts Center, Discovery Place, the Charlotte Convention Center, and the EpiCentre entertainment district.

     

    Omni Charlotte’s associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect, gratitude and empowerment day in and day out. If you are a friendly, motivated person, with a passion to serve others, the Omni Charlotte Hotel may be your perfect match.

    Job Description

    This position will support the Sales Department in all activities and support the Director of Sales and Sales Managers with day-to-day operations and to ensure communication in their absence. This position is also responsible for managing and maintaining the DMPE (Delphi) database system on the property level, executing and coordinating all data and reports, training new users on Omni Hotels DMPE standards, and serving as the communication link between Sales, Catering and Convention Services system users and management.  

    Responsibilities

    • Schedule & prioritize work load to meet deadlines of all managers
    • Manages the database on an ongoing basis to meet the business requirements of the property and support company-wide database standards, including Delphi group ceiling updates, special events and entering pick-up after actualization. 
    • Communicates guestroom block requests and revisions to the Group Rooms Coordinator, ensuring accurate guestroom pick up in Delphi.
    • Executes Omni Hotels established procedures for tracking and monitoring tentative business and reporting lost, cancelled and turndown business.
    • Monitors GRC on a weekly basis and highlights groups that are missing ratings and/or rates to those managers that have been assigned the lead/booking.  Ensures changes are made prior to the P’s & T’s meeting.  Addresses any and all inconsistencies with DOSM.
    • Executes Omni Hotels established procedures for tracking and monitoring Grassroots weekly reporting and meets with managers, as needed, to ensure clean-up has been completed.  Addresses any and all inconsistencies to DOSM.
    • Generates and monitors daily booking transaction reports to keep abreast of new, updated and lost business and to acquire signature from DOSM.
    • Monitors and audits the database of accounts, contracts, profiles, leads and activities to ensure users adhere to database standards.  Distributes findings to DOSM and sales and catering team.
    • Coordinates the application of Word merge forms and provides support to Sales, Catering and Convention Services administrative staff and creates/updates new documents as requested.
    • Prepares and distributes daily, weekly, monthly and quarterly sales and marketing reports to Sales staff, Directors, General Manager, owners and the Corporate Office, including:  Group booking pace, overall Sales production and other reports requested by management.   Copies of all reports should be kept and filed appropriately.  Reports to include no less than 5:10:15 weekly report, Group Pace, Catering Pace, Group Waterfall, Group Sales Productivity (for Group, Catering and Express).  Others may be requested.
    • Works with applicable staff and vendors to evaluate software/database performance, troubleshoot any challenges and request support or changes.  Trains and supports staff members, following Omni standards, in regards to the database system.  
    • Participates in Omni's MRC Forum, usually held once a month via conference call, promoting on-going communication within the company and implemented special company-wide projects and procedures.
    • Type and distribute all correspondence, including proposals, booking notices, letters, contracts, countersigned contracts, etc. for assigned managers, ensuring that all correspondence is 100% accurate 
    • Utilize Delphi correctly, to ensure managers are able to accurately track, book and follow-up on all accounts/bookings 
    • Assist managers with sales calls and participate in site inspections, FAMs, trade shows and other related market events as required 
    • Maintain account/booking files and ensures that all information is included in file, i.e. accurate traces, turnover-checklist, history, letters, emails, deposits, letters, etc 
    • Ensures that all managers receive messages in a timely manner. (Messages to include name and phone number of caller, date and time call received) 
    • Coordinate general office functions 
    • Liaise with other hotel departments to help ensure the Sales clients’ needs are met/exceeded      
    • Performs other duties as assigned by management 
    • May, in the absence of the Catering Assistant, assist with various Catering/Convention Services tasks.
    • Abide by all Omni Hotels & Resorts rules, policies and procedures.

    Qualifications

    • Candidates must have previous Sales administrative or hospitality experience, preferably in a Reservations, Front Office, Sales & Marketing or Catering environment.
    • Must be service and detail oriented; possessing a friendly approachable demeanor and strong problem-solving skills.
    • Excellent verbal and written communication skills, service skills, time management skills and computer proficiency are required. Delphi experience is preferred.
    • Must be able to work a flexible schedule, including potential weekend and holiay shifts.
    • Must be able to stand/walk throughout the shift, sit and utilize telephone/computers for extended periods of time or for an entire shift.  Repetitive motion required.  Must be able to lift/carry and place objects weighing up to 20 pounds unassisted.
    • Candidates must live within 100 miles of the property.

    Omni Hotels & Resorts is an equal opportunity employer - vets/disability.  The EEO is the Law poster and its supplement are available using the following links:  EEOC is the Law Poster and the following link is the OFCCP’s Pay Transparency Nondiscrimination policy statement.  If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to applicationassistance@omnihotels.com

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