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Summary
Responsible for performing administrative support to the sales department as well as supporting individual sales/catering managers with operational/administrative tasks.

Essential Duties and Responsibilities include the following:

Direct Sales Support

  • Answer incoming calls – direct to appropriate Salesperson.
  • Prospects all market segments for new corporate, group and meeting room leads.
  • Completes, distributes and makes necessary changes to BEO’s. Gathers and distributes all group counts and function changes to CS, Banquets, Sales, and F&B. **Responsible for relaying revised BEO’s or late bookings and informing all appropriate departments of such.
  • Completes and/or runs daily, weekly & monthly reports from HR and distributes to all TL’s.
  • Creates bookings, events and banquet event order (BEO) in Delphi. Responds to RFP/Leads and assists with client email responses.
  • Completes and/or runs daily, weekly & monthly reports and distributes.
  • Ability to check and sell meeting and banquet space, overnight rooms and group blocks up to and including writing contracts and BEO’s to complete the sale for incoming leads.
  • Prepares group resumes-coordinate client communication between the Sales office and the operations departments of the hotel.
  • Responsible for all group billing up to and including; daily posting of all group meetings and banquet functions as well as posting for all group guest rooms on a daily basis or as business dictates.
  • Maintains collateral material inventory and customer service database. Assists in mailings & email database.

Ecommerce

  • Optimizes ecommerce sales by managing the website experience for the customer.
  • Develops relationships with third party vendors to ensure the property is marketed in the best possible placement with the latest and most accurate information.
  • Develops social networking initiatives, engaging the consumers through emerging social media markets and channels.
  • Manages web-site projects as required, and make recommendations.
  • Tracks and analyzes competitive market and websites, including competitive product offerings and promotional activity.
  • Identifies best practices and new opportunities for increasing new visitors to discover the property and surpass the consumer’s online experience.

Operations

  • May be asked to assist/work at the front desk during meetings, seasonal demands, etc.
  • Due to seasonal needs within the Hospitality Industry, it may be necessary to adjust schedules to meet the demands of our business.
  • Performs other duties as assigned.

Education and/or Experience
Associate’s degree (A. A.) or equivalent from two-year college or technical school; or four years related experience and/or training; or equivalent combination of education and experience.
Previous experience in hotel sales department preferred.

Certificates, Licenses, Registrations

  • Valid PA Driver’s License
  • CPR Certification preferred but will train
  • Hilton Brand Training upon hire

Signatory Authority

Sign purchase requisitions and invoices for products and services continuously required to carry out the functions of your operational area in accordance with the annual Willow Valley Associates, Inc Signatory Authority Limits.

Safety Policies & Practices

The Team Member in this position is responsible for following Willow Valley’s safety policies and procedures, promoting safety, and identifying areas for improvement. The Team Member must be knowledgeable about and follow Willow Valley’s Safety Manual. The Team Member will be reviewed annually on workplace safety.

Computer Skills

General Computer Skills with experience using Word, Excel, Power Point, Access database, Outlook Email, Internet Software, Delpi, Microsoft Office, and Hilton OnQ

Complexity & Judgment

Work involves the performance of complicated tasks and require consistent investigation and interpretations in unusual situations. Independent judgment is used on a continuous basis.

Guest & Team Member Relations

This position requires the ability to resolve issues with Guest and Team Members and/or the public. Influencing and persuasion are frequently used skills of this position.

Reasoning Ability  

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Physical Demands 

While performing the duties of this job, the Team Member is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The Team Member frequently is required to walk. The Team Member must regularly lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision.

Work Environment

The noise level in the work environment is usually quiet.

Full-Time Benefits offered by Willow Valley Associates

  • Medical
  • Dental
  • Vision
  • Matching 401(k)
  • Employee Assistance Program
  • Free Life Insurance
  • Paid Time Off
  • Hotel Discount Program
  • Fun Work Environment!

Willow Valley Associates is an equal opportunity employer.

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