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Sales Administrator

Department: Sales and Marketing
Reports To: Director of Sales and Marketing

Position Summary
The Sales Administrator plays a vital role in supporting the Sales and Marketing team at Embassy
Suites and Hampton Inn and Suites RDU | Brier Creek by providing administrative, operational,
and customer service support that contributes to achieving the hotel’s revenue goals. This
position assists with group sales, corporate accounts, catering coordination, client
communications, reporting, and sales systems while ensuring exceptional hospitality and
adherence to Hilton and Winwood brand standards.

The Sales Administrator serves as the primary administrative resource for the Sales Department
and works closely with the Front Office, Catering, Food and Beverage, Revenue Management,
Housekeeping, and Accounting to ensure an outstanding experience for guests and clients.

Essential Job Functions

Administrative Support
Provide comprehensive administrative support to the Director of Sales and Marketing and
Sales Managers.
Prepare proposals, contracts, group resumes, and correspondence for prospective and
existing clients.
Maintain organized electronic and paper filing systems in accordance with Hilton
policies.
Schedule appointments, client site visits, and internal meetings.
Answer departmental telephone calls and respond promptly to guest and client inquiries.

Sales and Group Coordination
Manage incoming group inquiries and distribute leads appropriately.
Enter and maintain accurate account, contact, and booking information in Hilton sales
systems.
Prepare contracts, rooming list documentation, and event-related paperwork.
Monitor contract status, deposit due dates, cutoff dates, and important client milestones.
Coordinate site inspections, familiarization tours, and client hospitality arrangements.
Assist with group arrivals by communicating details with Operations and Front Office
teams.

Hilton Systems and Reporting
Maintain accurate records within Hilton systems, including:
o Delphi.fdc
o PEP Property Management System
o Hilton systems for lead management and reporting

Generate weekly production reports, sales activity reports, pace reports, and monthly
departmental statistics.
Maintain account production information and sales databases.
Assist with preparation of annual business plans and monthly forecasting information.
Client and Internal Communication
Serve as a liaison between clients and hotel departments.
Coordinate guest requests with Front Office, Housekeeping, Food and Beverage,

Engineering, and Accounting.
Ensure all group requirements are communicated accurately and timely.
Provide prompt follow-up on client requests before, during, and after events.

Marketing Support

Assist with email campaigns, promotional materials, and social media initiatives.
Coordinate collateral inventory and hotel promotional items.
Support community events, chamber functions, trade shows, and networking
opportunities.
Help maintain digital and printed sales materials consistent with Hilton brand standards.

Brand Standards and Compliance
Maintain compliance with Embassy Suites and Hilton brand standards.
Protect confidential guest and company information.
Support Hilton’s culture of hospitality, integrity, teamwork, ownership, and excellence.
Participate in required Hilton training programs and departmental meetings.