Sales Administrative Assistant

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)