Sales Administrative Assistant

Our Story — Where Well-Being Meets Hospitality

At The Westin Rancho Mirage Golf Resort & Spa, we are dedicated to empowering the well-being of our guests and our associates. As part of the Dolphin Hotel Management, LLC family, we bring the Westin promise to life, helping our guests feel better than when they arrived through thoughtful service, inspired environments, and meaningful connections.

We believe our associates are at the heart of everything we do. When you join our team, you become part of a culture that values your individuality, supports your growth, and encourages you to thrive, personally and professionally.

Our Philosophy — Well-Being At Our Core

At Westin, we are committed to empowering both our guests and our associates to be at their best. We believe well-being is not a luxury, it is essential.

Position Overview

The Sales Administrative Assistant provides administrative and operational support to the Sales & Marketing team, helping drive revenue generation and exceptional client service. This role is responsible for coordinating sales activities, preparing contracts and proposals, managing correspondence, maintaining accurate records, and supporting day-to-day departmental operations. The ideal candidate is highly organized, detail-oriented, service-focused, and thrives in a fast-paced hospitality environment while maintaining professionalism and confidentiality.

KEY RESPONSIBILITIES

• Provide administrative support to the Corporate Director of Sales & Marketing, Assistant Director of Sales and Sales & Marketing leaders.
• Prepare, distribute, and maintain sales contracts, proposals, banquet event orders, and related sales documentation.
• Utilize Delphi, CI/TY, Marriott systems, and other sales platforms to enter, update, and maintain client and account information.
• Coordinate client site visits, property tours, and sales appointments.
• Respond to inquiries and direct communication to appropriate sales team members.
• Maintain organized electronic and physical filing systems for contracts, correspondence, and client records.
• Generate sales reports, pace reports, production reports, and other departmental tracking documents.
• Assist with RFP responses, proposal preparation, and customer presentations.
• Support sales managers with lead management, account research, and follow-up activities.
• Coordinate shipments, promotional materials, gifts, and collateral for clients and trade shows.
• Assist with invoice processing, purchase requisitions, expense tracking, and budget administration as assigned.
• Ensure accuracy and completeness of sales agreements and supporting documentation.
• Maintain confidentiality of client, revenue, and business information.
• Collaborate with Catering, Convention Services, Revenue Management, Front Office, and other operational departments to support group and event business.
• Ensure compliance with Marriott brand standards, company policies, and departmental procedures.
• Perform other duties as assigned to support the Sales & Marketing operation.

Qualifications

• High school diploma or equivalent required; associate's degree in Business, Hospitality, Marketing, or related field preferred.
• Minimum one year of administrative, sales support, hotel, or customer service experience preferred.
• Hospitality industry experience strongly preferred.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• High attention to detail and commitment to accuracy.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with Delphi, CI/TY, Marriott systems, or other hotel sales software preferred.

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to work independently while contributing effectively within a team environment.
• Professional appearance, demeanor, and customer service orientation.

Physical Requirements & Work Environment

• Ability to sit, stand, and walk for extended periods throughout the workday.
• Ability to lift and carry up to 20 pounds occasionally.
• Frequent use of computers, phones, and other office equipment.
• Ability to work a flexible schedule based on business demands, including occasional evenings, weekends, and holidays as needed.

What We Offer

At The Westin Rancho Mirage, we are committed to supporting your well-being and helping you thrive:

• Competitive compensation
• Comprehensive benefits package for eligible associates and their families
• 401(k) with company match (for eligible associates)
• Flexible scheduling where operationally feasible
• Explore by Marriott Bonvoy™ Program – discounted room rates worldwide
• Associate travel and property discounts
• Ongoing learning and career development opportunities

Our Culture — Belonging & Inclusion

We are proud to cultivate a workplace where diversity, equity, and inclusion are embraced. We value the unique perspectives and experiences of our associates and are committed to creating an environment where everyone feels respected, supported, and empowered to succeed.

Equal Opportunity Employer

The Westin Rancho Mirage Golf Resort & Spa is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace and do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, marital status, national origin, ancestry, age, disability (physical or mental), medical condition, genetic information, military or veteran status, or any other status protected by federal, state, or local law.

Fair Chance Hiring Commitment

Pursuant to the California Fair Chance Act, we consider qualified applicants with arrest and conviction records in accordance with applicable law.

Ready To Join Us?

If you are passionate about hospitality, committed to excellence, and inspired to make a meaningful impact, we invite you to apply and begin your journey with us.