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Database Support Analyst
AEG Management HCC LLC
Honolulu, HI, United States
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Located within walking distance of Waikiki, the Hawaii Convention Center is like no other in the world. Open to the outdoors - with terraces, lanais, courtyards, waterfalls, and fishponds - this remarkable facility combines the latest in cutting edge technology with authentic Hawaiian ambience. Our cultural diversity and legendary spirit of aloha encourage attendees to see the world in a new light, so it's no surprise that people accomplish more when they meet here. Best of all, the warmth of Hawaii and its people continue to inspire, long after meetings have ended.
SUMMARY OF POSITION
• Provide administrative, sales, and database support for the Sales and Marketing Department. Provide training on, run reports from, and manage the database and system(s) for the Department to help it achieve its goals. Works with the sales staff in updating the client and event profiles based on sales staff input and account research.
• Applies principles of our Mission Statement, Vision, HCC Values and ENCORE principles to role.
ESSENTIAL DUTIES AND RESPONSIBILITIES
PROVIDE ADMINISTRATIVE, SALES, AND DATABASE SUPPORT TO HELP SALES DEPARTMENT ACHIEVE ITS GOALS
• Complete rental calculations and submit pertinent information to team members.
• Book rooms/space needed in database for events, as needed or requested by team members.
• Perform audit of contract folder in database to ensure all pertinent documents are imported.
• Prepare quotations for center space and room blocks, along with appropriate collateral, as necessary.
• Prepare internal paperwork for rental discounts.
• Provide team back-up support to all sales staff (Manager’s and coordinators) on special projects and other related administrative needs. Performs assigned duties as needed or assigned by the managers the role supports, VP of Sales & Marketing and/or the General Manager.
• Update key staff members of all activities scheduled in the facility including any changes in the schedule areas of dates
ASSIST CLIENTS WITH INFORMATION TO SUPPORT OVERALL DEPARTMENTAL SALES GOALS
• Handle inquiries pertaining to sales and marketing sales calls, related to general booking policies, rules and regulations pertaining to all types of events.
• Send sales information packages. Answer sales calls/inquiries from the public.
MANAGE SALES AND MARKETING DATABASE AND SYSTEM(S)
• Maintain and demonstrate full working knowledge of sales and marketing database and system(s) including how to perform or look up the following: pricing, booking events, event changes, account information, running reports, short cuts, etc.
• Monitor all events booked by HCC/AEG staff: check for accuracy between the space hold and the space being held in system; determine and fix errors that may include account information, conflicts with existing events, turnaround time, ample move in and move out times, etc.
• Create reports and notifications of booking conflicts as reflected in the system.
• Enter data as needed.
• Coordinate the circulation of information to various team members and company departments.
• Train other users.
• Update pricing and price lists and template documents as needed.
• Liaise and work with team members inside and/or outside of the company for system upgrades and to coordinate data and information that is needed for successful operation.
• Approves final invoices for particular events (as directed by management) in database.
• Troubleshoot problems and resolve system issues.
• Work closely with management and/or tourism bureau on database merge.
• Manage/update changes to sales status (e.g., from a lead to a sale) in the database.
DATABASE REPORTS
• Create reports as needed and/or requested which provide various ways to present sales and marketing data.
• Proactively suggest and create new ways of presenting data that may assist the department and/or management.
• Maintain logs, extract data, gather information, compare and analyze information to produce reports as needed.
• Prepare and process all accounting forms including check requests, purchase requisitions, initiative forms, invoice statements, work orders, and other related forms. Track receipt of signed paperwork and follow up on outstanding items.
SUPERVISORY RESPONSIBILITIES
• None
EDUCATION AND EXPERIENCE REQUIRED
• A minimum education level of High School Diploma or its equivalency (BA/BS Degree Preferred)
• A minimum of (2-4) two to four years of related work experience.
• Or, any combination of education and experience which would provide the necessary knowledge, skills and abilities to meet the minimum qualifications to perform the essential functions of this position.
KNOWLEDGE AND SKILLS REQUIRED
• Knowledge of reservation or booking system, and sales tracking systems.
• Strong computer skills including a well-rounded working knowledge of database(s) and system(s); Microsoft Office with a strong skillset within Excel.
• Ability to read, write and speak English
• Effective communicate skills; can articulate ideas and issues clearly.
• Attention to detail and good organizational and analytical skills
• Must have a flexible attitude and the ability to deal well with changing assignments and priorities.
• Ability to work independently with limited supervision.
• Requires the ability to successfully interface with all levels of employees in all departments.
• Ability to remain in a stationary position/ use a computer for extended periods of time.
• Must be able to work varied shifts, weekdays, weekends, holidays and additional hours as venue schedule requires.
• Work Habits: responds quickly; seeks learning activities; applies knowledge and skills; approaches change or newness positively; takes risks in learning; ensures high quality; takes action; prioritizes
• Relationship Skills: nurturing relationships; communicates time frame; seeks opportunities; earns the trust of others; communicates effectively/ensures understanding; building collaborative relationships
• Personal Attributes: reliability; uses good judgment/discernment; operates with integrity; uses key principles; persists in efforts; maintains focus; displays professional demeanor; demonstrates HCC core values and encore principles
• Build the Organization: innovation (applies original thinking to approach in job); customer loyalty (uses key principles); comprehends communication from others; contributes to the organization's sustainability efforts.
• Must have the ability to work harmoniously in a team setting exhibiting the “Aloha Spirit” to fellow workers, guests, clients and the community.