Sales Administrative Assistant (Temporary)

: POSITION TITLE: Temporary - Administrative Assistant DEPARTMENT: Sales DIRECT MANAGER: Director of Sales POSITION TYPE: Hourly / Nonexempt / Part-time / Temporary - approx. 3-5 months Pay Rate: $17 per hour Schedule: Sunday, Tuesday, Wednesday, Thursday (9am-5:30pm) Off - Monday, Friday, Saturday SUMMARY: To assist the Director of Catering and Sales Managers in making the most efficient use of their time. Handle all daily correspondence; assist in answering the telephone in a prompt and courteous manner by greeting and identifying the department and his/her name. Assist guests with their needs.

• Interested applicant MUST be proficient in English, both verbal and written.

Job Responsibilities

• Handle incoming phone calls for Sales Managers in a professional, courteous and efficient manner.
• Handle incoming and outgoing emails.
• Mailings - Mail menus, contracts, deposit receipts, inquiry letters, etc. as instructed by Director of Catering and Sales Manager.
• Log all inquiries onto the appropriate sheet and mail/fax information as requested.
• Become knowledgeable about menus and pricing.
• Become knowledgeable in hotel and catering policies and procedures.
• Maintain an organized filing system for all contracts.
• Update and organize the catering drive to ensure all menus are current.
• Prepare sales kits and wedding packages for the office.
• Attend trade shows/ marketing events as needed by the Director of Sales and Marketing.

• Compile and distribute weekly packages of outstanding contracts.
• Prepare and distribute BEO packages, add-on contracts, floor plans, guarantee sheets, change logs, menus to follow and addendums.
• Circulate change sheets when necessary.
• Detail banquet event orders using Reserve Catering software.
• Document Payments: Deposits, Final Payments and 40% in Opera and Reserve.
• Keep spreadsheets updated weekly: Ballroom Weddings, Wedding Deposits and Guarantee Sheet.
• Prepare Banquet checks in advance for staff.
• Notify Director of Catering and Sales Managers of: Outstanding signed contracts and BEO's needed for the following week's package.
• Check e-mails and voicemails and respond accordingly for manager when they are not in the hotel.
• Distribute tastings to appropriate departments and notes on the cover sheet.
• Be familiar with Molly Pitcher Inn/Oyster Point Hotel sales policies, hotel rules and hotel terminology.
• Perform any other duties as requested by management within the scope of the department.

Required Skills and Qualifications

• Demonstrated verbal and written proficiency in English
• High school diploma or equivalent required
• Must be organized, personable, motivated, and a self-starter.
• Must have exceptional attention to detail.
• Ability to provide a high level of customer service.
• Strong communication skills
• Must be a team player, capable of working and maintaining composure under pressure, all while promoting a positive atmosphere.
• While performing the duties of this position, the employee is frequently required to sit, stretch, reach, and manipulate objects.
• Proficient in Microsoft Office Suite, including Outlook.
• Previous administrative experience a plus.
• Available to work the indicated schedule.