Group Sales Administrative Assistant - Pukalani - job 745991


Date: 05/04/2021

City: Pukalani, Hawaii

Employment type: Full-time


The Administrative Assistant is the administrative support for the Area Group Sales Team for Fairmont Hotels in Hawai`i. This position supports their assigned managers / directors in all administrative needs, prepares individual Seller’s / Director’s weekly, monthly, quarterly and annual reports (as needed), assists with special projects and supports the pro-active, strategic sales process of the department on all levels.


Responsibilities and essential job functions include but are not limited to the following:

  • Consistently offer professional, engaging and friendly service

  • Coordinating and supporting all aspects of sales activities including taking initial inquiries, generating leads, proposals, referrals and contracts, blocking space etc.

  • Process proposals and contracts as required

  • Liaise with clients in absence of Group Sales Leaders

  • Maintain an accurate supply of all Sales collateral (in collaboration with Group Sales Coordinator)

  • Arrange site inspection details for Group managers including amenities, airport transfers, room reservations, dining reservations, spa and coordinating with the Operations team(s)

  • Coordinate with other departments within the hotels to ensure the distribution of pertinent information i.e. booking recaps, contracts, site inspection forms, memos, etc. and maintain an orderly working environment

  • Provide administrative group support, i.e. input of accounts, bookings and activity into Opera Sales & Catering and Opera SFA

  • Coordinate sales trips and tradeshows for Group Sales Leaders including airline, hotel and rental car reservations

  • Prepare collateral and amenities as requested by Group Sales Leaders

  • Mail collateral, amenities, trip materials, etc. as requested

  • Possess and share knowledge of Fairmont Kea Lani & Fairmont Orchid products including accommodation, meeting facilities, history and heritage, activities and local programming

  • Actively participate in industry and hotel training programs

  • Be an effective team player within the Sales team of Fairmont Hotels Hawai`i and with other team members in Catering and Conventions, Guest Services, Food and Beverage and other key areas within the hotel and the region

  • Actively seek opportunities to improve systems and procedures

  • Display a willingness to manage additional responsibilities and duties as required

  • Attend all Sales meetings and other meetings as required

  • Participate in at least one hotel committee (e.g. Health & Safety Committee)

  • Ensure prompt and courteous service is extended to both internal and external customers

  • Balance operational, administrative and Colleague needs

  • Follow departmental policies and procedures, and all safety policies

  • Embody the values of AccorHotels: Guest Passion, Sustainable Performance, Spirit of Conquest, Innovation, Trust & Respect

  • Other duties as assigned


Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required.


In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

  • Will work closely with Sales, CatCon, Reservations, Front Office and Accounting

  • Additional duties as necessary and assigned


The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

  • Must be able to speak, read, write and understand the English language

  • Must possess excellent communication skills, both verbal and written

  • Must have strong interpersonal and problem solving abilities

  • Computer literacy in various applications and tools including, but not limited to, Microsoft Word, Excel, PowerPoint and Windows

  • Knowledge of Opera Sales & Catering / Opera Sales Force Automation and Property Manager are assets

  • Must be able to type a minimum of 50 wpm

  • Proactive and highly detail-oriented with excellent organizational skills

  • Ability to manage multiple functions and projects while meeting deadlines

  • Articulate, self-motivated, energetic and positive team-player

  • Confident, well-groomed, pleasant telephone and personal disposition

  • Knowledge of Fairmont Kea Lani and Fairmont Orchid heritage, facilities and programs are a definite asset

  • Enjoys challenges, works well under time pressure and thinks ahead


  • Constant sitting, reaching, hearing, talking and use of vision

  • Occasional standing, walking, bending, pushing, pulling and climbing stairs

  • Occasional lifting/carrying 15-lbs

Must have manual dexterity to be able to operate office equipment such as computers, printers, photocopiers, FAX machines, multi-line touch tone phone, and other office equipment as needed.

Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.



  • Bachelors Degree and/or Hotel Management Degree preferred


  • Minimum one year experience in hotel environment (ideally in Sales, Reservation, Conference Service or Front Office)

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