Administrative Assistant - Sales presso Spokane Public Facilities District

Description

NATURE OF WORK:

Performs varied general clerical work that supports the sales team and requires general knowledge of office systems and procedures in a fast paced, guest service environment.

SUPERVISION:

Work is performed under general supervision, with questionable cases referred to the supervisor. Depending on work assigned, reports to the Sr. Sales Manager.

POSITION SUMMARY:
This position provides administrative and front-facing support to the Sales Department. The role requires consistent in-office presence to welcome clients and guests, answer phones, assist with site tours, and provide direct support to staff. The position also assists with preparing contracts, managing data, and coordinating event-related tasks. Strong attention to detail, flexibility with quick-turnaround assignments, and a commitment to guest service are essential.

PRIMARY DUTIES:

• Handle administrative duties for the sales department, including critical and time-sensitive tasks.
• Perform data entry duties in regard to metrics, sales figures, and other key data.
• Regularly correspond with current and prospective clients on behalf of the sales team.
• Monitor performance indicators for sales and staff members, manage sales tracking tools, and      compile reports.
• Work with sensitive reports, such as compiling contracts, expense reports, and travel      documents for the sales team.
• Operate a personal computer and utilize modern business software including word processing, spreadsheets, and databases.
• Frequently perform clerical work, some of which may be repetitive in nature.
• Assist the sales team in preparing contracts and other formal documents.
• Assist in the planning of in-market client events within the PFD venues.
• Assist in capturing event photography for use in promotional and marketing materials, ensuring images highlight the quality of PFD venues and services.
• Collaborates closely with other PFD administrative staff and participates in cross-training to ensure seamless coverage and support across departments.
• Prepare, maintain, develop, and refine filing systems and procedures.
• Perform computations and post simple bookkeeping records.
• Exercise considerable independent professional judgment in solving problems within the assigned work area.
• Have regular contact with both internal and external sources to obtain, organize, or supply factual information.
• Serve as a front-facing point of contact by welcoming clients and guests into the office, answering and directing phone calls, and acting as Receptionist when needed. Provide accurate information and ensure visitors are directed appropriately.
• Assist with site tour preparation by opening and closing rooms, coordinating set-ups across multiple venues, and ensuring spaces are guest-ready.
• Be prepared to support staff with quick-turnaround needs, adapting to shifting priorities and completing tasks efficiently during high-demand times.
• Copy data, compile records and reports, tabulate, and post data in record books, operating standard office machines.
• Perform duties under normal working conditions that require significant attention to detail to prevent errors.
• Promote both internal and external guest service, including fellow employees, contract service providers, event planners, and event attendees.
• May be assigned to work on specific projects, programs, or committees that support the mission of the District.
• Perform related work as assigned.

Requirements

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

High School diploma or its equivalent; AND two years of clerical experience. Knowledge of modern office practices, procedures, machines and of business English and arithmetic. Ability to type accurately and efficiently, with basic math aptitude. Experience utilizing Microsoft Excel, Word, and Outlook. Experience keeping records and preparing reports. Highly organized and able to pay close attention to details.

SALARY AND STATUS

$19.94 - $28.92 Hourly Non-Exempt

BENEFITS:

· 100% Employer paid Medical and Dental for employees only coverage

· Employer paid Life Insurance and Long-Term Disability

· Paid time off

· Paid holidays

· Pension through Washington State Retirement 

· 457 Deferred Compensation

· Flexible Spending Account

· Employee Assistance Program