Administrative Assistant – Sales and Catering

Charlottesville Hotel

The Omni Charlottesville Hotel offers 208 beautifully appointed guestrooms and suites featuring panoramic views of the Blue Ridge Mountains, along with a full service restaurant and 12,000 square feet of meeting space. The Omni is located in the heart of downtown at the base of the downtown pedestrian mall. Our location offers a wide variety of local restaurants, pubs, entertainment venues, or even just to take a scenic walk and enjoy the culture of Charlottesville. There are numerous local historic sites that have played a unique role in American history which include: Monticello, the University of Virginia, Ash Lawn-Highland, Historic Court Square and Michie Tavern. Our Blue Ridge Parkway offers unmatched views and our very own downtown mall features daily entertainment at the four theaters which offer live music, movies and theatrical performances.
Although we have a beautiful property and location, our associates are what separate us from the rest of the hotels. Our culture provides an atmosphere that allows our associates to learn and grow in their professional development in a fun environment. We strongly encourage promotions from within our company, and as a result, our staff has a solid hospitality foundation. Our diverse staff comes from many different countries in the world and provides a fantastic atmosphere to develop both from a professional and personal level. Although we offer a complete benefit package for all of our full-time associates, all of our associates are provided the greatest benefit of all which is “opportunity”.

The Sales-Catering Assistant will handle all administrative duties required by the Sales and Catering Department in order to provide superior services to our guests.

Answers all calls to sales office by third ring.
• Takes detailed inquiry leads and submits to appropriate manager.
• Daily Checks Voicemails and distributes to Sales Managers Appropriately
• Ensures that all managers receive leads in a timely manner (name and phone, group or company name, number of caller, date and time call received).
• Greets and appropriately handles all “walk in” guests
• Checks own mailbox in the morning and afternoon.
• Assists with File Turnover from Sales to CS/Catering. When new contracts are signed and turned definite, prints and prepares new file for new business. Ensures a copy of the signed contract, along with booking recap, and turn over sheet are present in the file before turning file over to CS/Catering Team.
• Maintain & keep a tidy Sales Closet/Sales Storage, and Sales Office Space.
• Order office supplies for Department
• Maintains file system per SOP
• Updates and maintains a tidy bulletin board.
• Schedules and prioritizes work load to meet deadlines of all managers.

• Routes copies of BEO Packet, Resume, Daily Event Log – weekly to all departments.
• Routes copies of Revised/Pop Up BEOs and Revised/Pop-Up Resumes, upon request.

• Send weekly and daily cut off reports to all Sales Managers
• CS Wedding Room Blocks and prepare Wedding Room Block Resumes
• Create PO’s and check requests
• Post checks upon request
• Assist with Travel Commissions
• Assists with mailing packages to clients as necessary, processing outgoing mail.
• Assist Sales & Catering Managers with reservation requests, as needed.
• Enters work orders in Synergy as directed by department managers.
• Audit Rooming Lists and Routing, per request of CS Managers
• Creates boxed lunch labels and other signage for banquets, per request
• Assist CS and Catering Team with diagraming, per request of individual managers
• Per Sales Manager Request – Types and distributes all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.
• Maintain monthly audit and communicate with Group Reservations Coordinator to insure GRC blocks are the same as ORS blocks.
• Assist in compilation of material for the Sales & Marketing budgeting and Marketing Plan process.
• Give group histories to other hotels and obtain them from hotels as needed.
• Serve as hotel liaison for sales automation with corporate office sales automation manager, upon request.
• Takes minutes at committee/assistant meetings as directed.
• Participates in schedule rotation for late coverage on days the office closes early.
• Travel as necessary for training/conferences.
• Additional responsibilities as assigned by Director of Sales and Marketing and/or Director of Catering and Convention Services.
• Assists other departments, upon request of Sales Management.

• Must be able to work alone, as well as work well with others.
• Must have great communication skills.
• Maintain a professional appearance and attitude at all times.
• Must be extremely computer savvy (MS Office (word, excel, outlook))
• Previous knowledge of Delphi, Opera, and Synergy preferred.
• Must have good organizational skills.
• Previous Admin experience or Hotel Experience Preferred, but not required.
• Associate degree or higher level education preferred (in business or equivalent fields preferred), but not required