Group Sales Administrative Assistant/Day Event Coordinator
Job Details
Experienced
Lake Junaluska Assembly, Inc - Lake Junaluska, NC
Full Time
Admin - Clerical
Description

LJA Mission Statement:

The mission of Lake Junaluska is to be a place of Christian hospitality where lives are transformed through renewal of soul, mind and body. 

 

Located in the Smoky Mountains of Western North Carolina, Lake Junaluska is a conference and retreat center that hosts over 50,000 overnight guests annually.  We have over 400 lodging rooms, a campground, and meeting space for up to 2,000 people.  All of our facilities are located on a scenic 1,200 acre campus which boasts panoramic views, abundant recreation opportunities, and a 200 acre lake.   Our market ranges from youth groups to affluent leisure guests primarily from the Southeastern US.

 

Essential Functions

Administrative Support (70%):

  • Support sales managers and coordinators as needed.
  • Monitor the group sales phone line (queue) and email Monday through Friday from 8am-5pm
  • Electronically batch BEOs and resumes as needed for the weekly calendar meeting
  • Assemble sales packets, keeping a standard par and replenished as needed
  • Mail Wedding packet to inquiries from the Wedding Inquiry list from website
  • Order departmental supplies monthly
  • Code and submit invoices as requested by DOS
  • Assist the team as requested in documenting, maintaining, and/or amending standard operating procedures (SOPs) and Training Modules
  • Input prospects from various sources - travel, trade shows, memberships, direct inquiry, etc - into Maestro/tracing to appropriate Sales Manager.
  • Support team with Maestro data entry, audits, maintenance, and troubleshooting
  • Organize digital folders in the shared G: drive, ensure the most up-to-date information is easily accessible and expired content is filed accordingly
  • Keep Google and wall “event calendars” updated weekly
  • Assist groups sales and accounting teams with researching urgent billing issues
  • Support conference coordinators and sales managers by preparing proposals and/or contracts as requested
  • Pull and/or create weekly and monthly reports for director of sales, conference event manager, and executive team members as needed
  • Pre-wrapping amenities for guests.
  • Send post-event surveys to groups on a weekly basis
  • Work with marketing and as requested by director of sales for website content/maintenance
  • Submit group URL requests to Maesto and check links for accuracy; troubleshoot as needed


Event Coordination (30%):

  • Responsible for determining and conveying details of day-events for internal departments and organizations of Lake Junaluksa Assembly Inc, including but not limited to HR, Development,, Executive Office,  Junaluskans, etc.
  • Responsible for educating, directing and guiding internal departments through the planning process to ascertain the goals, and needs of the proposed day-event, in order to facilitate a smooth and flawless event for the department planning the event and the operational support departments providing services.
  • Maintain extremely detailed documentation of all arrangements by utilizing:
    • Maestro (PMS)
    • Written agreements
    • Digital and paper filing system of all correspondences
    • Post-event recap notes
  • Responsible for monitoring and following event process including event details, final counts, payments, signed BEOs, etc.
  • Work in a team oriented environment and serves as a liaison between internal personnel planning the event and all other Lake Junaluska departments including front desk, meeting services, transportation, media, food services, reservations, etc.
  • Reserve conference rooms, coordinate setup services, organize banquet or catering services, reserve video or audio equipment and plan any changes to the configuration of the event space.
  • Create Banquet Event Orders (BEOs) and meticulously document all event needs.
  • Assure all operational staff members are informed well in advance of the needs, demands, goals and general details of an event. 
  • Check meeting space and be available for personnel planning the event before, during and after event
  • Attend all BEO Meetings and provide needed support materials to operational staff
  • Similarly plan other external client day-events as requested by DOS
  • Similarly perform administrative and data-entry responsibilities for assigned program events (i.e. Summer and Winter Youth, Choir Music, Art of Music, Appalachian Christmas)           

General:

  • Be able to make decisions in an autonomous manner that meet the needs of Lake Junaluska Conference and Retreat Center.
  • Possess excellent hospitality skills and a strong desire to foster an attitude of Christian hospitality to “exceed guest expectations”.
  • Comply with all safety policies, practices and procedures and report any unsafe activities or conditions immediately to supervisor or the Human Resources department.
  • Perform other duties and responsibilities as assigned and required.
Qualifications

Knowledge, Skills and Abilities

  • Associate’s degree or equivalent; or one year related experience and/or training; or equivalent combination of education and experience
  • Hospitality and/or Event Coordination experience are preferred. 
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
  • Excellent written and oral communications skills with people from a wide variety of education and socioeconomic backgrounds
  • Advanced computer skills to include, Microsoft Office, G-Suite, electronic mail, routine database, word processing, spreadsheet, graphics.  In addition, hotel property management systems such as SMS or Opera or sales systems such as Delphi, Hotel Sales Pro or Maestro, etc. 
  • Organizational Skills:  Must be very detail oriented with the ability to prioritize tasks, organize daily activity and perform multiple tasks at the same time. Strong organizational and analytical skills are essential.
  • Knowledge of Property Management System and Sales and Events Management platform(s) preferred
  • MUST be very detailed oriented with the ability to prioritize tasks and organize daily activity to maximize productivity of both self and team
  • Ability to allocate time efficiently with minimal supervision
  • Ability to resolve customer service related issues and troubleshoot a variety of customer, clients and/or employee questions.
  • Must have solid customer service experience
  • Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals; must be able to calculate rates, ratio and percentages and to create and interpret sales graphs
  • Ability to minimize conflict within the workplace.  Customer service and conflict management experience or training is a must.
  • Ability to travel offsite and use remote desktop access if and as needed
  • Understanding of Christian beliefs and values.  Knowledge of The United Methodist Church is ideal. Ability to support the Mission and Vision of Lake Junaluska is essential.
  • Must have the following:
  • Valid NC Driver’s License
  • Access to reliable vehicle

Performance/Success Factors

  • Be punctual to work and other related functions
  • Perform well in a team environment
  • Complete work in a timely, accurate, and thorough manner
  • Ability to prioritize daily tasks and events
  • Perform routine duties with minimal supervision
  • Provide leadership to others through example and sharing of knowledge/skill
  • Adhere to departmental standard operating procedures (SOPs)
  • Strives for excellence in all tasks and duties and foster an attitude of “exceeding guest expectations”
  • Able to work independently but operate within LJA policy guidelines using independent judgment

Working Conditions

  • Light to moderate physical activity performing non-strenuous administrative type work
  • Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation; with quiet to moderate noise
  • Physical demands: able to lift up to 25 pounds, manual dexterity sufficient to reach/handle items
  • Works with the fingers and perceives attributes of objects and materials
  • Climb, balance, stoop, kneel; frequently moves about, able to stand, walk, and sit for extended periods
  • At times, be outdoors in all weather conditions
  • Vision: must be able to see close, have good vision to perform daily duties
  • Hours: 8:00 a.m. to 6:00 p.m. Monday through Friday; nights, weekend, holiday, OT, as required

 

Lake Junaluska is an Equal Opportunity Employer

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