Sales and Marketing Administrative Assistant

El Encanto, A Belmond Hotel, has been meticulously restored to capture all the romance and glamour that endeared it to both the local Santa Barbara community and visitors alike. Ninety-two quintessential, California-styled suites and bungalows, terraced grounds featuring seven-acres of gloriously landscaped gardens with sweeping views of Santa Barbara and the Pacific Ocean. Original architectural features have been lovingly restored, including the historic, trellis-lined Arbor and Lily Pond. Modern additions to the expansive outdoor zero-edge pool and a new beautifully appointed boutique spa enhance the journey for today’s luxury-seeking guest. With our vast offerings, the opportunities to craft a unique career here are endless. Join us and achieve the truly exceptional.

Your duties include, but are not limited to administratively supporting the Director of Sales and Marketing, Sales and Marketing Teams General Manager, and the Belmond Commercial Organization Leisure and Group Account Directors as requested, supporting  the Transient Director of Sales with Travel Agent inquiries, supporting the Marketing Manager with projects and activations, supporting the Director of Sales and Marketing and  General Manager with projects like maintaining the Sales Production Report, processing gift certificates, handling VIP needs, plus more and being the liaison between the Belmond Commercial Organization Account Directors and El Encanto, handling a myriad of tasks listed below, but also any additional work asked of you by all El Encanto hotel team members.

Requirements

· ·         Respond to inquiries, quote rates, manage comp requests, or travel agent discounts by phone and email process accordingly.

·         Create detailed reservations in our Property Management System and send and confirmations to clients and Agents.

·         Make VIP site visit reservations with a high level of detail to include room block, amenity, client profile, preview room on day of arrival and distribute corresponding site alerts as directed by each team member.

·         Conduct site inspections on behalf of the Manager, as needed.

·         Perform Travel Agent / Consortia / Wholesaler amenity processing.

·         Making reservations, noting the proper routing for billing on each reservation and for the group and entering rooming lists

·         Handle requests for third party billing, commission inquiries, and proformas.

·         Make all Sales entertainment meal reservations and S & P form given to the restaurant.

·         Book / arrange Media stays, assists with site tours, liaison to depts for packages booked and activations created.

·         Prepare and update media/VIP site alerts profiles and calendars alerting the property team when necessary.

·         Organize all pre-arrival details of FAM Trips and execute FAM Resume as directed by each team member.

·         Manage all sales collateral inventory and client gift items. Notify DOSM when inventory needs replenishing

·         Assist with providing property tours as necessary for media guests, VIP guests, etc oversee special amenities, agenda preparation, reservation and detailing for press trips, Belmond Executives visits, etc.

·         Liaise with the PR team and Marketing & Communications Manager regarding reservation details.

·         Assist Marketing with planning and internal coordination of photo shoots.

·         Inform and communicate with all internal departments when executing an internal event.

·         Assist with creating new and updating existing promotional materials/collateral by working with 3rd party graphic design agencies and approve all pieces with the Marketing manager.

·         Assist Marketing with updating F&B outlet menus.

·         In charge of updating all 3rd party website listings of our F&B menus through Single Platform.

·         Assist with reordering/ordering new and already updated collateral.

·         Work with the marketing team to coordinate day to day activities that lead to the completion of projects and tasks.

·         Processing invoices in Workday and to the accounting team.

·         Follow-up on outstanding invoices for program participation and suppliers, code properly, and process in Workday.

·         Ensure that all invoices are paid on time.

·         Attend meetings and take notes, as necessary.

·         Assist the Director of Sales and Marketing with projects

·         Maintain and keep updated an accurate Sales Production Report 

·         Assist in communicating with clients in response to questions or to provide clarification on on-going projects.

·         Provide property tours as necessary for all team members, representing the property professionally and accurately. 

·         Build new reservations for guests. 

·         Upon request provide guest relations room coordination and travel arrangements for clients of the sales team.

·         Enter group bookings and updating status in HMS

·         Assist Catering Sales Team and Conference / Event Planning Team with any needs they may have

·         Remind client of rooming list and deposit due dates in tandem with Conf Planning

·         Assist in calculating attrition, alongside conference planning

·         Assist in setting a communication schedule to clients for OTB pieces of business for the planning team to perform, in tandem with Conference Planning

·         Match the OSC Opportunity ID to the booking you create in Opera

·         Log property activities into the account in OSC so that the BCO has a current update on the account.

·         Generate/execute BCO contracts and addendums and email to clients.

·         Check function space for BCO and all sellers

·         Block function space and guest rooms in Opera for BCO and all sellers

·         Add attendee reservations into Opera from group rooming lists and set up routing according to the contract terms

·         Once a group contract is executed, send a secure deposit link and post/charge deposit(s) in PMS.

·         Manage cut-off dates in tandem with our Catering Event Manager

·         Trace out and charge all subsequent deposits in PMS

·         Monitor group pickup reports and follow up with clients when group is approaching cutoff date and has additional rooms in block that have not been picked up

·         If additional Group rooms requested, work with Revenue Management on approval of additional rooms and add then into the block in HMS, if approved at the appropriate rate

·         Actualize traveled group blocks in HMS

·         Ensure Opera matches contracted block/rates in total and by room type

·         Demonstrate and be a role model of Belmond’s core values of Care, Confidence, Curiosity and Community.

Your job duties and scope are subject to change at any time, at the discretion of Belmond El Encanto management. It is vital that company information remains confidential and must not be disclosed to anyone outside the company, customers and employees, unless otherwise stated. Please refer to the Company’s How we Work (Code of Conduct), Employee Handbook and to your contract of employment for full details.

This job description is intended to illustrate the main duties and responsibilities of the job. It is not to be regarded as exhaustive. Other tasks and responsibilities of a broadly comparable nature may be added on a temporary or permanent basis, as appropriate.

Requirements:

·         High school diploma or equivalent required. 

·         Experience in Microsoft Office including Word and Excel.

·         Knowledge of the luxury hotel environment.

·         Ability to read and understand various front desk correspondence. Ability to communicate verbally in English to customers and guests. Ability to effectively use a phone system and an extensive computerized reservations system.

·         Positive, service-oriented attitude towards our guests, employees, and our company.

·          Must be multi-tasked oriented.

·          Ability to think clearly under high pressure or deadlines.

·         Strong leadership and organizational skills; must be able to complete work in a timely, accurate and thorough manner.

·         Ability to work effectively and relate well with senior management, colleagues, subordinates, and individuals inside and outside the hotel.

·         Bachelor’s Degree Preferred.

·         1 - 2 years previous in an event or group coordinating position is preferred. Luxury Hotel Experience Preferred.

Benefits

At El Encanto we pride ourselves on fostering a culture built on kindness, active listening, and genuine connections with our colleagues and guests. We offer a comprehensive range of compensation, perks and benefits including:

Medical, Dental and Vision coverage. In addition, the company pays for basic life and AD&D as well as short term disability. Team members can choose additional coverage to include voluntary life/AD&D, spouse life/AD&D, dependent life, critical care, hospital indemnity, accident and flexible spending.

The Company offers paid time off, sick pay, a 401(k) program with company matching, and an employee assistance program. Team members also enjoy free cafeteria meals and discounts on food and beverage, spa treatments, and retail boutique items.

The Discovering Belmond program offers complimentary accommodation for team members while on leisure travel outside their region at any Belmond hotel and resort. It also offers food and beverage at a discounted rate. In addition to the complimentary offerings, discounted rates are available for safaris, trains and cruises.

This is your moment. Apply today! 

https://careers.belmond.com

We strive to create an environment where our employees can thrive both personally and professionally. With a commitment to your ongoing development, you'll have the opportunity to learn and grow alongside some of the most talented individuals in the industry. Join us and be part of creating unforgettable moments for our guests, communities, and each other.

Compensation is $25 to $27 per hour.