Administrative Assistant I - Hotel Sales (Mandalay Bay)

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  • MGM Resorts International

    Administrative Assistant I - Hotel Sales (Mandalay Bay)

    MGM Resorts International

    Las Vegas

    Admin - Clerical

    Degrees Required:
    Not Specified

    Employment Type:

    Manages Others:



    Provide high-level administrative support by conducting research, preparing statistical reports, collecting and processing sensitive data (financials, credit card and commissions payments), resolving guest issues, performing clerical functions such as preparing correspondence internal and external, managing a small number of accounts, receiving visitors, arranging conference calls, scheduling meetings, meal appointments,  manage and maintain the schedules and workflow of three (3) Sales executives. Given that the Sales Coordinator is a liaison between the company and its clients, excellent writing skills, concise verbal communications and listening skills are necessary. This position will have client interaction with regard to leads, hotel needs and client travel.  All duties are to be performed in accordance with departmental and MGM Resorts International policies, practices and procedures.

    • Prepare and edit correspondence, communications, presentations and other documents.
    • Design and maintain databases.
    • Design and maintain spreadsheets.
    • Process reservations, confirmations, cancellations, special handling alerts, and amenities.
    • Upload and update content on SharePoint.
    • File and retrieve documents and reference materials.
    • Conduct research and collect data to prepare reports and documents.
    • Manage and maintain executives' schedules, appointments and travel arrangements.
    • Arrange and co-ordinate meetings, events and meal appointments.
    • Record, transcribe and distribute minutes of meetings.
    • Monitor, screen, respond to and distribute incoming communications.
    • Answer and manage incoming calls and messages.
    • Receive and interact with incoming guests and business partners.
    • Perform site inspections, attend local corporate events and travel tradeshows.
    • Liaise with all internal departments at all levels.
    • Order and maintain office supplies (Staple online), business cards, and stationary.
    • Process and submit office supplies expense reports. (Wells Infor)
    • Process invoices and check requests.
    • Coordinate any hardware and software updates relating to computers, Blackberry, i-pads, etc.
    • Physically archiving files.
    • Mail merges and collating.
    • Order amenities and prepare amenity cards.
    • Assist with expense reports as directed.
    • Coordinating the hotel and the client for site inspections.
    • Process and confirm room, upgrade, show ticket, restaurant , and nightclub inquiries for: travel agent, travel partner, and guest direct.
    • Process credit card authorization forms and billing requests.
    • Assist with completing RFP's (request for proposals) for corporate negotiated accounts.
    • Assist with complete hotel profiles in Lanyon and other contracting tools.
    • Assist with preparing and processing of individual hotel contracts.
    • Assist with processing direct billing and/or special payment processes for corporate negotiated accounts.
    • Process reports by rate code, IATA or company profile as directed.
    • Assist with loading of corporate negotiated rates with MGM Resorts Channel Distribution Team.
    • Track, prepare and fulfill gift certificate requests.
    • Respond to charity solicitations.
    • Resolution of Travel Agent commissions.
    • Redline contracts.
    • Guest service assistance.
    • Create and manage client databases to include data entry.
    • Create invoice estimates.
    • Shipping and receiving of collateral and gifts via UPS and USPS.
    • Coordinate internal meetings.
    • Record, compile, transcribe and distribute minutes of meetings.
    • Attend skill set building classes as needed.
    • Assist Corporate Hotel Sales Assistants as needed (pool resources).
    • Perform all other job related duties as requested.


    • At least 1 year of experience in administrative role.
    • Excellent customer skills.
    • Have interpersonal skill to deal effectively with all business contacts.
    • Professional appearance and demeanor.
    • Work varied shifts, including weekends and holidays.
    • High School Diploma or equivalent.
    • Able to effectively communicate in English, in both written and oral forms.


    • Previous experience working in a similar resort setting.

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