Description
Queenstown Harbor is seeking a detail-oriented and organized Sales Assistant to join our team. In this role, you will primarily focus on assisting with onsite lodging inquiries, contracts, and proposals, events inquiries, venue tours, and supporting the sales team at expos. You will be responsible for preparing and distributing various sales documents and ensuring all client interactions are handled professionally and efficiently.
Key Responsibilities:
- Handle incoming inquiries for lodging, social events, weddings, and venue tours, providing accurate information and guiding clients through the booking process.
- Assist with the preparation, distribution, and management of outgoing sales correspondence, including proposals, contracts, faxes, letters, sales kits, and deposit requests.
- Review and proofread documents for accuracy before sending to clients or internal teams.
- Maintain organized records of sales correspondence and client files, ensuring all documentation is up to date.
- Assist in the creation and tracking of contracts, ensuring all terms are clear and agreed upon by clients.
- Support the Senior Sales Director and team with onsite venue tours and other event-related tasks.
- Attend expos and assist with booth setup, promotion, and engaging with potential clients.
- Collaborate with other departments (such as the event and catering teams) to ensure seamless service and coordination of bookings.
- Maintain an accurate calendar of events, bookings, and other sales-related activities.
- Assist in preparing and organizing sales reports as requested by the Senior Sales Director.
- Provide excellent customer service, responding promptly and professionally to inquiries and following up with potential clients.
- Manage and track deposits, payments, and outstanding balances for events and lodging.
Requirements
- Prior experience in customer service or administrative assistant role, preferably within the hospitality, events, or leisure industry.
- Strong organizational skills with an ability to multitask and prioritize effectively.
- Proficient in Microsoft Excel and Adobe software (Adobe Acrobat, InDesign, etc.) for document preparation and editing.
- Knowledge of contract creation and management.
- Excellent verbal and written communication skills, with an attention to detail.
- Ability to work under pressure and meet deadlines while maintaining a high level of accuracy.
- A positive attitude and a proactive approach to problem-solving.
- Experience working with CRM systems or other sales tools is a plus.
- Flexibility to work weekends, when required.
- Sales Assistant role is a fulltime on-site position.
- Knowledge of wedding and social event planning is a plus.
