Responsible for managing the day-to-day administrative duties for the Sales team ensuring all communication, correspondence and management reporting is executed in a timely manner. Reporting to the Director of Sales / Sales Managers, providing comprehensive, confidential support to the Sales team and assisting in key projects and other ad hoc activities to ensure an effective operation.

Duties and responsibilities

Works closely with the Sales team members to develop knowledge of sales activities and planning.
Takes a proactive approach to ensure the smooth operation of the department and anticipates potential challenges before they arise.
Acts as liaison between the Sales team members with customers, when necessary, PCC Members, Heads of Department, Managers, Team members, ensuring all internal Sales requests are communicated and arranged as requested.
Telephone operator for the department.
Ensures customer requests are handled immediately should a Sales Manager be out on sales calls.
Covers office during absences / holidays /sales trips
Inputs all client contacts into Opera for the sales team, this will be followed up by emails etc.
Provides general administrative assistance and support to the Sales teams.
Produces purchase orders for the Sales team when needed.
Assists with all sales trip organisation, collateral and catering, etc.
Maintains inventory of collateral held in the office and ensures that all required collateral and catering for sales trips, exhibitions and events is arranged in a timely, cost-effective manner.
Manages Site Inspection calendar and coordinates competitor sites.
Arranges events for the sales team including but not limited to distribution of invitations, co-ordination of RSVP lists, meet / greet and co-ordination of the attendee lists and distribution of gifts / goodie bags.
Arranges Familiarisation trips for the Sales team from invitations, co-ordination of event, room allocations, gifts, etc.
Provides cover / support for co-ordinators to cover absences / vacations.
Supports the hotel operation in times of demand, to ensure client satisfaction.
Co-ordinates and manages internal and external meetings with external PR agencies and companies when requested.
Drives Corinthia values and philosophy.
Partners with the Sales team and Operational teams to understand the business needs and co-ordinates development of plans to support strategic objectives.
Interacts with employees and guests beyond giving and receiving instructions, emphasising relationships with supervisors, managers, co-workers, clients and guests.
Follows up on events billings.
Conducts show rounds and site inspections.
Assists with setting positive relations both within the Sales and Operational teams to resolve any issues efficiently and appropriately, to always maintain the smooth running of the hotel operation.
To keep up to date with hotel facilities and amenities, ensuring the hotel benefits.
Focuses on producing results through active involvement with the Sales team and all clients whilst maintaining a positive and enthusiastic attitude.

Confidentiality

While working for the Company, there will be access to a wide variety of confidential information concerning the Company, guests and employees.

It is vital that all such information remains confidential and must not be disclosed to anyone outside the Company, guests and employees, unless otherwise stated. Please refer to the Employee Handbook for full policy details.

Health and safety

To be aware of and comply with safe working practices as stipulated by the Health and Safety Act and as applicable to your place of work. This will include the incumbent’s awareness of any specific hazards at the workplace.
The wearing of appropriate protective clothing provided by or recommended by the Company will be obligatory.
To report any defects in the building, plant or equipment according to hotel procedure.
To ensure that any accidents to staff, guests or visitors are reported immediately in accordance with correct procedures.
To attend statutory Fire, Health and Safety training and to be fully conversant with and abide by all rules concerning:

Fire, Health and Safety.

Regulations, such as COHSS in the European Union, related to the control of substances hazardous to health.
Risk assessments for your department.
Hotel Fire and Bomb procedures.

Other information

As the hotel’s level of business varies considerably, there is a need for flexibility in attitude, approach and working hours.

The above description is not to be regarded as exhaustive. Other tasks and responsibilities of a broadly comparable nature may be added on a temporary or permanent basis, as appropriate.

Talent profile

Experience:

Ideally a minimum of 2 years' experience within a 5* deluxe hotel.

Skills and Knowledge:

Fluent in written and spoken English.

Experience working with Opera PMS System preferred.
Excellent attention to detail.
Strong communication skills.
Ability to prioritise and work to specific deadlines.
Excellent organisational skills and diary management.
Focused on providing consistently high standards of customer service.

Sales Coordinator

Job Description