Pearl River Resort

RESORT SALES ADMINISTRATOR

US-MS-CRDE - Choctaw
Requisition ID
2017-2343
Pay Rate
18.50
Division
200-Admin
Department
2831-SALES
Employment Status
Full-Time

Overview

Resort Sales Administrator will be responsible for handling the accounting processes for the Sales & Convention Services Department at Pearl River Resort.

 

Pearl River Resort Associates are required, on a continual basis to…

 

Adhere to any and all company and departmental policies, practices and procedures.

 

Contribute to a safe work environment, through compliance with established safety guidelines, identifying potential safety hazards, and reporting same to the appropriate person for proper resolution.

        

Maintain a professional departmental, company and community reputation.

Responsibilities

  • The Resort Sales Administrator will serve as internal point of contact to the operational staff as it pertains to Group Sales billing as well as the point of contact for all external/internal clients.
  • Ensure external/internal customer satisfaction by prompt and proper resolution of questions, issues and problems as it pertains to Group Sales accounting functions via email and telephone correspondence.
  • Monitors Group Sales accounts receivables to insure that payments are up to date and will code data for input to financial data processing system, sales system and hotel system according to resort accounting procedures.
  • Prepares, reviews and submits final bills for collection of payment from Sales clients both external and internal to include all billing backup, receipts from all venues, outlets, hotels and banquets department.
  • Apply deposit payments to contracted Master Accounts within specified departmental and contracted time frames communicated by Sales Management team.
  • Enter credit card, company checks or cash payments to specified accounts as directed by Sales Management.
  • Verifies and posts details of business transactions, such as: funds received and dispersed; total accounts to Sales ledgers by using computer spreadsheets and databases.
  • Obtain any necessary information for complete documents, or invoices, to ensure accurate numbers are entered into Sales & Hotel software programs as well as verify and correct any data, where necessary, and check all source documents for accurate billing and revenue reporting within assigned departmental timelines and procedures.
  • Daily correspondence with Convention Service Coordinators, Internal Departments, In House Accounts, External Clients, Convention Services Manager and Sales Management Team.
  • Creates, issues and post client bills, receipts and invoices.
  • Follow all operational policies, procedures, approved SOP’s and will communicate account updates when needed.
  • Provide via email or post, each client’s full billing packet within departmental assigned guidelines.
  • Update and close contracted Group bookings, (Catering, Rooms Only, and the combination of Rooms with Catering groups) within Hotel LMS software upon departure of Sales groups. Resort Sales Administrator will also be responsible for internal comped events as well as internal Direct Bill accounts.
  • Resort Sales Administrator will compile approved Banquet Event Orders after group has departed resort, Group correspondence, Group Resumes and all documentation from Banquets and Resort venues.
  • Resort Sales Administrator will create audits of all check out placements, bills, disputes and invoice processing.
  • Responsible for processing end of stays including checking Sales and Convention Services Groups out on their applicable departure day.
  • Contribute to team effort by accomplishing related tasks as assigned by Sales Management. Maintains the highest degree of confidentiality.
  • Leads by setting a positive example to all employees.
  • Responsible for maintaining a consistent, regular attendance record.

 

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

AGE and GAMING:

21 years of age or above.

Gaming property – Must be able to obtain and maintain a gaming license issued by the Choctaw Gaming Commission.

EDUCATION and/or EXPERIENCE:

Two year Associate’s Degree in a Business related Curriculum and/or a minimum of three (3) to five (5) years of previous experience in Hotel Accounting is required.

SPECIAL QUALIFICATIONS:

Must possess excellent communication skills, both written and verbal. Ability to consistently meet established standards for quality and productivity. Sense of urgency and deadline oriented. Ability to set, meet and exceed goals. Must be able to remain calm and professional during stressful situations.  Computer skills and knowledge in windows based programs. Lodging Management System, Hotel Sales programs, InfoGenesis, Synkros and strong understanding of Accounting software programs is prefferred.

LANGUAGE SKILLS:

Ability to read and comprehend simple to complex instructions and correspondence. Ability to write instructions and correspondence both effectively and fluently for high priority matters. Ability to effectively present information in one-on-one and group situations.

MATHEMATICAL SKILLS:

Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Apply Accounting knowledge and application to daily tasks and beyond.

 

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by the Associate to successfully perform the essential functions of this job.

 

Essential responsibilities include moderate physical ability such as sitting for extended periods of times in excess of four hours. Standing or walking up to 10% of the assigned shift. Use of computer and possible eye strain throughout assigned shift. Must have ability to lift up to 40 pounds.

 

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an Associate encounters while performing the essential functions of this job.

 

The noise level in the work environment is usually moderate to loud. When on the casino floor, the noise level increases to loud. When on the casino floor or other designated areas may be subjected to tobacco smoke.

Due to the unpredictable nature of the hospitality/entertainment industry, Associates must be able to work varying-schedules to reflect the business needs of the property.

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