Job Description

Summary


Main Duties



Administration



Ensures that an efficient and accurate filing system, both manually as well as electronically is maintained at all times.



Maintains complete and supported records of all Sales Agreements, Contracts and Quotations for the hotel.



Establishes an efficient trace File to ensure that all business booked is properly tracked.



Assists in consolidating and preparing Sales report.





Customer Service



Entertains and conducts hotel inspections to clients whenever required.



Establishes and maintains strong relationship with the established clientele.



Liaises and works closely with the related operation departments ensuring guest's requests and expectations are being met.



Handles 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 follow-up is conducted in a timely manner.



Maintains positive guest and colleague interactions with good working relationships.





Marketing



Assists to conduct extensive competitor research and maintains excellent Product Knowledge of the Hotel.



Be aware of community, business, political and social factors that may affect the hotel's financial performance.





Operational



Ensures 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/ Sales Manager/ Sales Executive, responds to all telephone calls or inquiries, ensures information/ messages are accurately received and relayed to the managers concern in a timely manner.


Follows up sales leads whenever required or assigned by the Sales Managers/ Executives.



Prepares, compiles and distributes the weekly/ monthly reports in a timely manner.


Ensures the activities/events log book is being accurately maintained.



Assists in the compilation of Market Surveys and Competitor Researches report.



Assists in the distributions of relevant hotel information to clients when required.



Assists/participates in sales blitz.



Operational (continued)



Maintains good relationship with the established clientele and provides all necessary assistance when required.



Liaises and works closely with the related operation departments ensuring guests needs and expectation are being met.



Prepares and ensures all Events Orders are distributed to concerned department on a timely manner.



Assists the Sales Manager/ Executives to follow up on all matters in the absence of the Sales Manager/ Executives.



Ensures services provided are always carried out according to defined standards with the utmost efficiency, consistency and courtesy as detailed in the Department Operation Manual.



Maintains a detailed knowledge of hotel facilities, features and services.





Personnel



Supports the implementation of The People Philosophy, demonstrating and reinforcing Hyatt's Values and Culture Characteristics.





Other Duties



Attends and contributes to all training sessions and meetings as required.



Exercises responsible behaviour at all times and positively representing the hotel team and Hyatt International.



Maintains strong, professional relationship with relevant representatives from competitor hotels, business partners and other organisations, especially travel agencies, local business groups and airlines.



Reads the hotel's Employee Handbook and have an understanding of and adhere to the hotel's rules and regulations and in particular, the policies and procedures relating to computer resources, fire, hygiene, health and safety.



Ensures high standards of personal presentation and grooming.



Responds to changes in the Sales and Marketing function as dictated by the industry, company and hotel.



Carry out any other reasonable duties and responsibilities as assigned.


Qualifications


Ideally with a relevant degree or diploma in Hospitality or Tourism management. Minimum 1 year work experience as Sales Coordinator in hotel operations. Good problem solving, administrative and interpersonal skills are a must.