Sales Office Manager
Job Details
Seascape Resort - Aptos, CA
High School
Admin - Clerical


The Sales Office Managers responsibilities include tracking sales leads, coordinating quotes with sales packs, assist with order processing, and assist with managing client accounts. The Sales Office Manager is also responsible for monitoring sales and the performance of the sales team as well as recording sales data.


  • Expedite reports: Monthly, Daily and Weekly as instructed.
  • Tracks and manages sales leads
  • Coordinates with clients quotes with sales packages.
  • Review and create VIP guests on a weekly basis for upgrades and amenities for all groups.
  • Answer telephone and take messages or forward to voicemail as needed.
  • Process accordingly: Tentative, Definite, and Cancelled contracts to the proper departments
  • Coordinate with accounting when needed on group billing, finalizing billing and tracking.
  • Maintain all printed material and supplies. Requisition when needed.
  • Lead sheets to be completed in detail and all appropriate questions answered to qualify clients needs in order to direct them to the appropriate Sales Manager.
  • Maintain organization of Sales Office filing system.
  • Manage the hotel property management system (Maestro PMS) for any needed guest information relating to groups as needed, for example VIP guest information, rooming lists, group pick up, etc.
  • Complete additional duties as assigned by the Group Reservation Manager and the Director of Sales and Marketing.
  • Coordinate with other departments to insure quality guest satisfaction.
  • Maintain and manage an active trace/follow-up system with Delphi on all groups.
  • Fully versed in all Seascape banquet space and facilities including capacities and capabilities.
  • Compose contracts with information from Sales Managers and the Director of Sales and Marketing.
  • Perform data entry create group rooming lists.
  • Attend and participate in all required meetings.
  • Perform other related duties as requested by the supervisor.
  • Support safe work habits of all banquet staff and contribute to a safe working environment at all times.
  • Follow directions, get along with co-workers and supervisors, treat co-workers, supervisors and guests with respect and courtesy, contributes to a positive and rewarding team environment and refrains from abusive, insubordinate and/or violent behavior.


  • Ability to actively attend to, convey, and understand the comments and questions of others.
  • Solves problems and/or suggest alternatives to previous arrangements if necessary.
  • Ability to organize effectively.
  • Ability to multi task effectively.
  • Superior communication skills, verbal and in writing with coworkers and clients.
  • Ability to get along well with a variety of personalities and individuals.
  • Ability to show consideration for and maintain good relations with others.
  • Ability to accept responsibility and account for his/her actions.
  • Ability to take care of the customers needs while following company procedures in a calm and efficient manner.



  • Two years related hotel/resort industry experience and/or training.
  • High school or GED graduate.
  • Hotel Group Sales experience a plus.



  • Ability to read, comprehend and provide instructions, both written and verbal.
  • Ability to effectively present information to individuals and all sizes of groups (i.e. clients, customers, guests, associates, managers etc.).



  • Must possess computer skills, including, but not limited to, Microsoft Word, Excel, Outlook, PowerPoint and Delphi experience a plus.
  • Proficient in Outlook and Internet applications.



  • Must provide valid document(s) to work in the US.
  • Valid California Driver License is required (for specific positions).


The work environment at Resort ranges from winter time lows of 30 degrees to summer time highs to 80+ degrees. While performing these duties the employee may be exposed to outdoor and inclement weather conditions.


While performing the duties of this job, the employee must be able to:

  • Use hands to finger, handle, or feel; and talk or hear.
  • Specific vision abilities required by this job include close vision.
  • Lift 25-50 lbs. (for specific positions)
  • Sit, stand and walk for long periods of time.
  • Reasonable accommodations made to enable individuals with disabilities to perform the essential functions.



Some positions will be required to wear uniforms. Uniforms are the property of Resort. Uniforms that have been tampered or destroyed will be the responsibility of the employee and disciplinary action will apply.

  • Hair must be clean and kept at a reasonable length.
  • All Food Servers and Culinary personnel must wear their hair tied back.
  • No extreme dying or bleaching of hair is permitted.
  • Fingernails must be clean and well-trimmed at all times.
  • Antiperspirant or deodorant must be worn.
  • Cologne or perfume may be worn at a minimum.
  • Nametags must always be worn, unless your department has a specific policy to the contrary.