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Sales Administrative Assistant

Chateau Grande Hotel East Brunswick, NJ

East Brunswick, NJ

Today

$40k - $50k/yr Full time Administrative Support Beo Management Customer Service

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Job Description

Support social wedding groups, corporate accounts, and convention services as the on-site Sales Administrative Assistant at Chateau Grande Hotel in East Brunswick, NJ.

Responsibilities

Serve as the on-site contact for assigned social Wedding Groups, Corporate groups, and convention groups
Produce and manage Banquet Event Orders (BEOs) and Convention/Event Resumes
Document and route special arrangements on BEOs, including Food & Beverage, Audio Visual, meeting space, and ancillary requests, for approval by authorized representatives
Maintain detailed event files, notes, records, and trace systems to help ensure events and room blocks align with client expectations
Verify space requirements and meeting room set-ups with clients; help ensure required public spaces remain in proper condition
Confirm and communicate revisions to agendas, room blocks, and event details to relevant departments in a timely manner
Detail all assigned events and room blocks within 14 days prior to the event start date
Review event sheets and coordinate with appropriate departments to support service quality and guest satisfaction
Maintain positive guest and employee relations through prompt, accurate, and courteous communication
Manage Arrivals, Reservations, and VIP Management for assigned groups
Process newly signed contracts by building groups in OPERA, securing deposits, and creating group folders with completed Turnover Sheets
Input rooming lists and manage ongoing reservation updates
Run weekly calls with upcoming social and corporate groups to review last-minute details such as welcome bags, early check-ins, suite refreshes, deposits, room credits, and amenities
Finalize past groups by reviewing billing, emailing receipts, processing refunds in the Refund Log, and ensuring zero-balance groups are checked out of the PMS with final invoices issued
Coordinate with Housekeeping regarding showrooms needed for site visits
Review Daily Front Desk Reports with Guest Services Agents and present key points during daily Stand-Up meetings
Monitor voicemails and emails daily; respond accordingly and set Out-of-Office notifications when off for two consecutive days
Monitor system inventory, identify, resolve, or report discrepancies and red flags
Monitor security cameras and assist Café, Reservations, Switchboard, and Front Desk operations as needed, including check-ins and check-outs
Assist with walk-in tours as required, including weekends
Track and maintain inventory of sales kits, lead sheets, VIP amenities, office supplies, and operational materials; update inventory logs in Google Drive

Requirements

Previous experience in hotel operations, group services, or convention services preferred
Working knowledge of OPERA or similar PMS
Strong organizational, time-management, and multitasking skills
Excellent written and verbal communication abilities
High attention to detail and commitment to service excellence
Ability to collaborate across departments in a fast-paced environment
Flexibility to work weekends and peak business periods as required

Technologies

OPERA
PMS
Google Drive

Benefits

401(k)
401(k) matching
Dental insurance
Employee discount
Health insurance
Life insurance
Paid time off
Vision insurance

Job type: Full-time
Pay: $40,000.00 - $50,000.00 per year
Work location: In person
Location: East Brunswick, NJ (onsite)

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