SALES COORDINATOR - Hyatt Centric Jumeirah Dubai
Posted on :
08-10-2024
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1 Vacancy
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Job Description
Summary
Administration
- To courteously handle all incoming telephone calls or inquiries.
- To ensure that the place of work is kept clean and organized at all times.
- To set up an efficient network of communication within the department and with other departments.
- To ensure that an efficient and accurate filing system both manually as well as electronically is maintained at all times.
- To do a 6 monthly cleanup of filingto discard old files if necessary.
- To maintain complete and supported records of all Sales Agreements Contracts and Quotations for the hotel.
- To establish an efficient trace File to ensure that all business booked is properly tracked.
- To assist in consolidating and preparing Sales report.
- To ensure that Net Delphi Enterprise is used according to the standards set by New Market Software.
- To be proficient in RESERVE and OPERA and all computer software used in the Executive Office.
- To ensure that all outgoing correspondences are typed on hotel stationery with copy to relevant files.
- To organize and prioritize all incoming and outgoing mail prioritized by urgency following the Hotels Policies & Procedures. Manage standard correspondence as assigned by the General Manager.
- To coordinate appointments and interviews.
- To coordinate the input of all standard letters into the computer and the maintenance of the computerized file.
- To type and coordinate the printing of all printed materials used for guest room.
- To prepare the relevant materials for all meetings attended by the Hotel Manager
- To assist the General Manager with the preparation and submission of all Reports as required.
- To handle all business Travel Arrangements airline tickets visas and hotel reservations as required for approved Travel by employees of the Executive Office and Hotel following the established Policies & Procedures.
- To submit Purchase Requests through Scala for the Executive Office for execution.
- To fully understand and adhere to the Confidentiality Requirement for the position.
- To attend and minute the monthly Financial Review and other meetings as required.
- To handle guest and employee enquiries in a courteous and efficient manner and report guest complaints or problems to supervisors if no immediate solution can be found and assure follow up with guests.
- To ensure HAC audit compliance as relates to Executive Office.
- To be responsible for guest board rooms (ensure set up standards are met at all times coordinate board room booking system organize meeting itineraries for guests and coordinate with Food & Beverage for arrangements.)
Customer Service
- To entertain and conduct hotel inspections to clients whenever required.
- To establish and maintain strong relationship with the established clientele.
- To liaise and work closely with the related operation departments ensuring guests requests and expectations are being met.
- To handle guest and employee enquiries in a courteous and efficient manner reporting complaints or problems. If no immediate solution can be found to ensure that the necessary followup is conducted in a timely manner.
- To maintain positive guest and colleague interactions with good working relationships.
Operational
- To assist to conduct extensive competitor research and maintain excellent Product Knowledge of the Hotel.
- To be aware of community business political and social factors that may affect the hotels financial performance.
- To ensure that the relevant information of all allocated Accounts is being updated regularly in the record or electronic database system.
- In the absence of the Director of Sales & Marketing/ Sales Manager/ Sales Executive to respond to all telephone calls or inquiries to ensure information/ messages are accurately received and relayed to the managers concern in a timely manner.
- To follow up sales leads whenever required or assigned by the Sales Managers/ Executives.
- To prepare compile and distribute the weekly/ monthly reports in a timely manner.
- To ensure the activities/events log book is being accurately maintained.
- To assist in the compilation of Market Surveys and Competitor Researches report.
- To assist in the distributions of relevant hotel information to clients when required.
- To assist/participate in Sales Blitz whenever is required.
- To maintain good relationship with the established clientele and provide all necessary assistance when required.
- To liaise and work closely with the related operation departments ensuring guests needs and expectation are being met.
- To prepare and ensure all Events Orders are distributed to concerned department on a timely manner.
- To assist the Sales Manager/ Executives to follow up on all matters in the absence of the Sales Manager/ Executives.
- To ensure services provided are always carried out according to defined standards with the utmost efficiency consistency and courtesy as detailed in the Department Operation Manual.
- To maintain a detailed knowledge of hotel facilities features and services.
Operational
- To support the implementation of The People Brand demonstrating and reinforcing Hyatts Values and Culture Characteristics.
- To support the action plans as a result of the Employee Engage Survey.
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