Lead Catcher & Sales Administrative Assistant

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    "requisitionDescription": "<div><div><div><div><div><div><div><link href=\"https://static.workforcenow.adp.com/mas/mdf-components/24.32.25/styles/froala_editor.pkgd.min.css\" rel=\"stylesheet\" type=\"text/css\">&nbsp;<link href=\"https://static.workforcenow.adp.com/mas/mdf-components/24.32.25/styles/froala_style.min.css\" rel=\"stylesheet\" type=\"text/css\"><div class=\"fr-view\"><p id=\"isPasted\"><strong><span style='font-size: 18px; font-family: \"times new roman\", serif;'>Summary</span></strong></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'>The ideal candidate should have experience in both Lead Catcher and Sales Administrative Assistant roles. They should be skilled at identifying and managing leads and have experience handling administrative tasks in a high-volume sales office, preferably in a hotel setting. The Lead Catcher&#39;s responsibilities include assessing and nurturing incoming sales leads to ensure they are correctly directed to the appropriate sales representative. This role is crucial for optimizing the sales process, improving customer experience, and supporting the sales team in meeting their targets.</span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'>A highly motivated and proactive team player with knowledge of the sales organization and the entire property. This person must be exceedingly well organized, flexible, and enjoy the challenges of a large resort property.&nbsp;</span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'>Must be able to interact with staff (at all levels), guests, members, and clients in a fast-paced environment, sometimes under pressure, while remaining resourceful and efficient and with a high level of professionalism.</span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'>Expert-level written and verbal communication skills in English, strong decision-making ability, and attention to detail are critically important to this position.&nbsp;</span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'>&nbsp;</span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'><strong>Primary Role - Functions | Lead Catcher</strong></span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'>Job duties include, although are not limited to:</span></p><ul><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Receive, review, and prioritize incoming sales leads from various channels (website, email, phone, events). Ensure all leads are accurately entered into the CRM system (Salesforce) and promptly assign leads to the appropriate sales representatives in Cvent.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Maintain a detailed and organized database of leads.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Generate and distribute lead-related reports to the sales team and management.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Ensure timely follow-up and nurturing of leads through email, phone calls, and other communication channels.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Coordinate with other departments, such as Catering, Leisure Sales, &amp; Membership, to pass qualified leads and ensure a smooth transition.</li></ul><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'><br></span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'><strong>Secondary Role - Functions | Sales Administrative Assistant</strong></span></p><ul><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Support all sales managers&rsquo; daily administrative needs and represent the Sales Department internally and externally with positive interactions.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Support sales managers in booking travel arrangements for sales trips and activities.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Administrative tasks include but are not limited to, creating proposals, managing customer event lists, merging and completing contracts, and inputting data into Salesforce Delphi bookings. &nbsp;&nbsp;</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>All communications and tasks should be completed with the utmost detail and professionalism, including luxury language and polished written and verbal communications.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Answer and filter all incoming phone calls to the sales department with a warm, personalized greeting. Ensure accurate notes and follow-up communications are efficiently tracked and shared to provide the highest level of service internally and externally.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Coordinate all amenities, client gifts, and courtesy services for on-property client stays, as assigned. (Book transportation, spa, golf, retail amenities, IRD amenities, etc.).</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Assist as needed on client Site Inspection visits, FAM trips, and internal events as directed.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Assist Sales and Site Managers with the design and operation of site visits, site alerts, day of coordination and involvement, calendar appointments, reservations, etc.&nbsp;</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Process and distribute all group files and signed contracts to appropriate internal departments. Processing group files includes but is not limited to, saving internal contracts on shared drives and in FDC, printing and creating multiple copies of signed contracts, and booking recaps and notes for the sales, convention services, and reservations departments. Ensure accuracy and polish in all communications and files.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Compile, itemize, and assist in ensuring the accuracy of all sales manager expense reports in reporting tools/systems.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Ensure the physical office environment is neat and always organized. Assist with office supply ordering and ensure the efficiency of all office tools so that daily operations run smoothly.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Support sales managers and leadership by organizing office events, meetings, etc., in a hospitable manner.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Adhere to all SOPs for the department and Resort.&nbsp;</li></ul><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'>&nbsp;</span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'><strong>Internal Relationships</strong></span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'>Reports to the Sales Administrative Manager. Works closely with the Director of Sales, sales managers, and other administrative support staff, as well as various members of the resort leadership and operations team.&nbsp;</span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'>&nbsp;</span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'><strong>External Relationships</strong></span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'>Maintains appropriate relationships with outside vendors and hotels.</span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'>&nbsp;</span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'><strong>Qualifications</strong></span></p><ul><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Basic hotel product knowledge, i.e., staffing, operations, safety, security, terminology, and hotel policies.&nbsp;</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Proficient in Delphi and Cvent knowledge is mandatory.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Basic knowledge of the hotel structure/layout and how all departments interact.&nbsp;</li></ul><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'>&nbsp;</span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'><strong>Education/Experience Requirements</strong></span></p><ul><li style='font-size: 18px; font-family: \"times new roman\", serif;'>High school Diploma preferred.</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Sales Administrative experience preferred.&nbsp;</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Delphi FDC knowledge preferred.&nbsp;</li><li style='font-size: 18px; font-family: \"times new roman\", serif;'>Proficiency in Word, Excel, Outlook, Teams, and PowerPoint.</li></ul><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'><strong><u>Physical Requirements<br></u></strong>Most work tasks are performed indoors. The position requires walking and giving directions most of the working day. Must exert a well-paced ability to maneuver between functions occurring simultaneously. It requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening, hearing ability, and visual acuity.</span></p><p><span style='font-size: 18px; font-family: \"times new roman\", serif;'><br></span><em><span style='font-size: 18px; font-family: \"times new roman\", serif;'>In the United States we are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.</span></em></p></div></div></div></div></div></div></div></div>\n",
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