SUMMARY
Under the general guidance and supervision of the Director of Sales & Marketing within the limits of the hotel&039;s policies and procedures, the Sales Coordinator / Sales Admin efficiently coordinate and administer the activities of the Sales & Marketing Department in accordance with the policies and procedures of the Hotel.
DUTIES & RESPONSIBILITIES
KEY RESPONSIBILITIES
To assist Pro Active Sales to produce quotations and written confirmation to all clients as well as doing tele- sales task as required by Director of Sales & Marketing.
To identify new contacts and pass sales leads on to the relevant sales person
To oversee and control daily tasks when on duty.
To assist in generating Weekly and Monthly Reports for S&M Department as required by Director of Sales & Marketing.
To assist in generating daily and monthly reports in Suite8 to support Sales Team on their day- to- day sales task.
To be responsible for sales administration, this includes maintaining accounts filing system of the Sales & Marketing Department
To record all contracts and important documents of S&M Dept neatly and accurately on prescribed forms.
To process all FOC vouchers timely and properly monitored via monthly reports to Director of Sales & Marketing.
To regularly submit / monitor all S&M documents including Long Stay (LS) Contracts for signing to Maple Tree and ensure that any outstanding issues are reported to Director of Sales & Marketing accordingly.
To be responsible for preparing correspondence welcome note/letter, corporate rate agreements/contracts for sales and marketing.
To assist in the day- to- day operations of the S&M Dept.
To upkeep supplies and replenish sales promotional and materials and forms.
COMMERCIAL RESPONSIBILITIES:
To support S&M Team on site visits / inspection whenever necessary.
To perform coordination of activities in the hotel.
To maintain an efficient and up to date trace system covering all matters which require future, follow through.
To oversee and maintain accurate and efficient sales systems in order to record and trace all sales activities
In cooperation with Marketing & Communication Manager to maintain accurate records detailing quantities of sales collateral and promotion gifts and giveaways and re- order when necessary to ensure continual supply
To maintain up to date electric records of all rate negotiations, contracted rates and any other relevant rate information.
To maintain continual traffic flow of all documents for perusal, action and signature by all sales personnel and ensure all urgent correspondence and telephone inquiries are followed up as a priority.
To ensure that the hotel’s database is continually updated for the purpose of undertaking regular and effective mailings in accordance with agreed action plan
To answer all telephone calls and inquiries on behalf of the sales department and action in a timely and professional manner.
HUMAN RESPONSIBILITIES:
To maintain a high standard of personal appearance and hygiene at all times.
To maintain good working relationships with your own colleagues and all other departments.
To attend activities and meetings as well as accept any responsibilities of projects as directed by Director of Sales and Marketing.
To have a complete understand of the residence employee handbook and adhere to the regulations contained within.
To carry out any other reasonable duties and responsibilities as assigned.
To report for duty punctually wearing the correct uniform and name badge at all times.
To maintain the cleanliness of the working area in the S&M Department.
To provide a courteous and professional service at all times.
To have a complete understanding of and adhere to the residence policy relating to Fire, Hygiene, Health and Safety.
RELATIONSHIP:
Establish Effective Employee relations, maintains the highest level of professionalism, ethic and attitude towards all hotels guest, clients, head of department and employees.
REPLACEMENT AND TEMPORARY MISSION:
To be ready and responsible to perform any other duties as designated or required by Hotel Management from time to time.
To be flexible and willing when asked to fill in any areas where needed to help out in emergency or difficult circumstances as assigned or required by Management.
This job description is subject to change in accordance with business requirements and may be viewed and updated as necessary.
