Fairmont Pittsburgh is seeking a dynamic team player to support Executive Office and Sales Team functions. The Sales Coordinator/Executive Assistant must have strong guest service and organizational skills, be able to prioritize tasks and respond to all client and guest requests.Reporting to the General Manager and the Director of Sales & Marketing, responsibilities and essential job functions include but are not limited to the following:Consistently offers professional, engaging, friendly and prompt serviceQualifying general sales enquiries, responding personally and/or directing to appropriate sales person and answering all phone calls within three ringsMaking arrangements for site inspections and familiarization tours including: room reservations, restaurants, amenities, activities, welcome cards etcResponsible for the day to day operation of the sales and catering office and maintaining current sales and promotional literature and suppliesKey contact for lead generation web sites i.e.  Star cite,  IDSS, Cvent etc. and Fairmont programs such as DART and Tip us Off and SFA, assigning leads within 1 hourAssist in the administration of the Condominium Association including meeting minutes, correspondence and general administrative dutiesMonitor and delegate email from general hotel email boxesGenerating proposals, contracts and sales correspondenceCompleting and distributing reports including Month End Reports, Group and Environmental Impact ReportsProcess Guest feedback in a positive, professional manner in writing and onlineOrder VIP welcome amenities and create welcome cardsSchedule and organize complex activities such as meetings, travel, and department activities for the Executive OfficesType and design general correspondences, memos, charts, tables, graphs, business plans, etc.Process gift certificate requests, including assessing, recommending and printing approved certificates. Assist guest with reservations for gift certificate redemptions.Sort and distribute mail.Answer telephones for the Executive & Sales Offices. Takes message or field/answer all routine and non-routine questionsAssist in scheduling meetings/appointmentsHandle confidential and non-routine informationWork independently and within a team on special nonrecurring and ongoing projects. Act as liaison for special projects, at the request of the General Manager/Director of Sales & Marketing which may include: planning and coordinating multiple presentations, disseminating information, and organizing hotel wide eventsAssist with securing guest reservations as requested by the General Manager and Sales TeamManage Sustainability program including conducting month meetings, coordinating volunteer opportunities and promoting colleague participationAssist accounting department with check deposits on a weekly basisOther duties as assigned
