Job Title: Hotel Sales Administrative Assistant
Location: Best Western Ramkota Hotel, Rapid City, SD
Department: Sales & Catering
Reports To: Director of Sales
Position Summary:
The Hotel Sales Administrative Assistant plays a key supporting role in the Sales Department, ensuring efficient coordination of group bookings, VIP guest services, and sales operations. This role requires a high level of organization, communication, and attention to detail to help deliver outstanding service to our group clients and guests.
Key Responsibilities:
- Group Coordination:
- Accurately enter rooming lists within 72 hours of receipt.
- Assign rooms, generate and send confirmation numbers to clients.
- Follow up with questions or clarifications, copying the appropriate Sales Manager.
- Reporting & Data Entry:
- Enter group pick-up numbers into the Amadeus system on a weekly basis.
- Prepare and maintain group resumes and update relevant departments on group details.
- Guest Experience & VIP Services:
- Monitor VIP arrivals; prepare and deliver VIP gifts and amenities.
- Coordinate room assignments and ensure all VIP rooms meet standards before arrival.
- Inventory Management:
- Assist with maintaining inventory in the hotel marketplace and VIP closet.
- Help place orders for supplies as needed.
- Sales Support:
- Compile lists of potential clients and leads for the Sales team to call on.
- Provide administrative support for sales initiatives and projects as assigned.
Qualifications:
- Previous experience in hotel administration, sales support, or hospitality preferred
- Excellent communication, organizational, and multitasking skills
- Proficient in Microsoft Office Suite and hotel property management systems (PMS)
- Detail-oriented with a focus on accuracy and follow-through
- Ability to maintain confidentiality and work well within a team environment
Work Environment:
This position is primarily office-based within the hotel but requires coordination with multiple departments including Front Desk, Housekeeping, and Catering. Occasional lifting of VIP items or inventory may be required. Monday through Friday and some Saturdays on a part-time basis.
Pay Range:
$16-19 per hour DOE
Join the Best Western Ramkota Rapid City team and help us deliver exceptional group experiences with personalized service and top-tier hospitality.
Skills Required
- Previous experience in hotel administration, sales support, or hospitality
- Excellent communication, organizational, and multitasking skills
- Proficient in Microsoft Office Suite and hotel property management systems (PMS)
- Detail-oriented with a focus on accuracy and follow-through
- Ability to maintain confidentiality and work well within a team environment
- Ability to occasionally lift VIP items or inventory
What We Do
Founded in 1965, Regency Hotel Management is a leading hotel management company that provides strategic solutions to help properties maximize profits and asset value. The company manages a diverse portfolio of over fifty properties across nineteen states, focusing on uncovering revenue opportunities and implementing strategic growth to help each property reach its fullest potential.
