Sales Administrative Assistant

Campus Living Villages

Summary: To provide pro-active and efficient administrative sales support, organize events and manage special projects for US Sales.

Key Accountabilities

Corporate Office Sales Support

  • Provide pro-active administrative support to the AVP of Sales, Director of National Sales and CCV Manager.
  • Manage the calendars of Houston regional sales team.
  • Ensure all Director of leasing reporting and sales initiative deadlines are met.
  • Work collaboratively with the sales team to assist in organizing conferences, workshops and events.
  • Work collaboratively with the sales team to assist in the completion of expense reports for Houston sales team.
  • Coordinates the maintenance database (StarRez) for prospective residents
  • Assist village staff with marketing/sales inquiries and request

Office Presentation, Resources and Reception – Work collaboratively with the administration team on the following:

  • Maintain proper supply levels of office and food supplies and ensure a system is in place to monitor stock and order resources in a timely fashion.
  • Manage the presentation of the office, meeting rooms and common areas to ensure they are well maintained, equipped and supplied throughout the day.
  • Manage the corporate apartment including bookings, supplies, cleaning and ensuring all services are kept up to date.
  • Reception duties, such as greeting visitors and answering the main switchboard
  • Manage incoming and outgoing mail and packages
  • Support the Corporate Manager to manage facilities issues in the office, and liaise with appropriate suppliers
  • Liaise with and instruct cleaners on requirements
  • Liaise with ICT to ensure presentation equipment in meeting areas is set up as required, well maintained and booked appropriately
  • Liaise with ICT to ensure shared office equipment is working and find solutions to issues as they arise
  • Liaise with Human Resources and ICT to set up workstations and equipment for new staff

 

Administration – Work collaboratively with the administration team on the following:

  • Support the Corporate Manager with coordination and organization of meetings, including scheduling events, creating agendas and taking minutes
  • Monitor the US Info email inbox and direct inquiries appropriately
  • Create and edit documents to ensure they are correctly branded and professionally formatted in line with brand guidelines
  • Ensure document filing and management processes are followed, including paper filing, archiving and SharePoint
  • Provide cover for other members of the administrative team as necessary
  • Photocopying, compiling and organizing materials
  • Support projects as required

 

Experience

  • Ability to multi-task (Essential)
  • Executive support including calendar management, travel bookings and meeting organization (Desirable)
  • Knowledge and implementation of Health and Safety policies (Essential)
  • Preparing high quality documents within tight deadlines (Essential)

 

Qualifications

  • High School Diploma (Essential)

 

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