Job Details

Temp To Hire Administrative Assistant In Sales

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.

Reports to: Manager, Sales & Client Services Administration

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 distribute 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

Work environment:

• No major sources of discomfort; normal office environment