Sales Administrative Assistant

Location

Rancho Las Palmas Resort & Spa

The 444-room Rancho Las Palmas Resort & Spa is classic Rancho Mirage re-imagined for the 21st-century traveler. Our luxurious Palm Springs hotel rooms surround you in Spanish Colonial-inspired style and a soothing desert palette of beige, sand, and ivory. With plenty of space for your peace and your quiet, you’ll also open French doors to your very own private patio or balcony where the warm desert air and breathtaking views await.

Omni Rancho Las Palmas Resort and Spa’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 Rancho Las Palmas may be your perfect match.

Responsibilities

• Manages the database on an ongoing basis to meet the business requirements of the property and support company-wide database standards
• Communicates guestroom block requests and revisions to the Reservations Department or Group Rooms Coordinator; ensures accurate updating of guestroom room pickup in FDC.
• Executes Omni Hotels established procedures for tracking and monitoring tentative business and reporting lost, cancelled and turndown business.
• Generates and monitors daily booking transaction reports to keep abreast of new, updated and lost business on the books.
• Works closely with the Manager of Sales Systems to monitor and audit the database of accounts, contacts, profiles, leads and activities to ensure that users adhere to established database standards and promote/maintain database quality in all areas of the system in order to ensure consistent use and accurate reporting.
• Maintains and updates plan values in FDC, to include: Transient Protected, Group Rooms Budget (Rooms and Rates), and Minimum Acceptable Rate (MAR).
• Coordinates the application of Word merge forms and provides support to sales, catering and conference services administrative staff to ensure efficient utilization of merge documents.
• Prepares and distributes daily, weekly, monthly and quarterly sales and marketing reports to sales staff, directors, owners and the Corporate Office including:
• Group bookings pace, group, catering, BTSM & LTSM sales production (where applicable).
• Reports as requested by the Director of Sales and Marketing, Director of Sales, Director of Catering, Director of Conference Services and/or other department.
• Maintains folders for and master copies of monthly reports for reference.
• Works closely with IT staff and vendors to troubleshoot software/database issues to determine if it is user error, program functionality, or hardware functionality.
• Assists in evaluating software and database requirements, limitations and functionality and reports enhancement needs to Manager of Sales Systems
• Trains and supports new employees on the database application, follows up with training on Omni Hotels standards, implements new database features, standards and procedures on an ongoing basis, working closely with all sales, catering and conference services users.
• Helps ensure that there is at least one fully trained backup to the Market Research Coordinator position at all times.
• Communicates regularly with Manager of Sales Systems regarding database issues, changes, questions and updates, and reports new database users for addition or users for removal to the Manager of Sales Systems.
• Keeps all system manuals and standard operating procedures up-to-date; contributes, as requested, to the ongoing formulation of training and standard operating procedure manuals.
• Attend department meetings and other required company trainings.
• Complete other duties as assigned by management.

Qualifications

• Previous experience as an administrative assistant is required. College degree preferred
• Must be able to clearly and pleasantly communicate both verbally and in writing in English with guests, members, management, and co-workers, both in person and by telephone
• Must be proficient in Microsoft Office
• Must demonstrate exceptional organizational skills

Physical Requirements:

• Stand or walk frequently throughout resort, as needed
• Move, bend, lift, carry, push, pull, and place objects weighing up to 20 pounds without assistance.
• Must be willing and able to work indoors and outdoors.
• Must have the ability to utilize telephone/computer for an extended period.

Pay: $21.00/hour. The pay scale provided is a range that Omni Hotels & Resorts reasonably expects to pay. Actual compensation offered may fluctuate based on a candidate’s qualifications and/or experience. 

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. We will consider qualified applicants with criminal histories in a manner consistent with the CA Fair Chance initiative for hiring. 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 [email protected]