Job Title:  Sales & Marketing Coordinator

PURPOSE OF ROLE

To provide effective administrative and secretarial support to the Sales & Marketing Department, ensuring accurate documentation, efficient coordination, proper record management and timely administrative assistance to facilitate the department's daily operations and business activities.

CORE JOB FUNCTIONS

1.To undertake general administrative duties by

• Preparing correspondence, proposals, quotations, contracts, reports and presentations
• Handling telephone calls, emails and general enquiries professionally
• Managing departmental filing, documentation and office supplies
• Preparing sales kits, promotional materials and other departmental requirements

2. To maintain accurate records and documentation by

• Maintaining and updating client databases, account records and sales information
• Ensuring proper filing, document control and confidentiality of departmental records
• Compiling sales reports, statistics and other management information
• Monitoring and updating sales-related records, reports and documentation to ensure accuracy and timely availability of information

3. To provide coordination and secretarial support by

• Coordinating appointments, meetings and schedules for Sales Managers
• Preparing meeting materials, presentations and minutes as required
• Liaising with hotel departments to obtain information and facilitate administrative requirements
• Following up on outstanding documents and assigned administrative matters

4. To support departmental operations by

• Providing timely administrative assistance to the Director of Sales & Marketing
• Assisting with the administrative arrangements for sales activities, events and promotions
• Undertaking other duties and projects as assigned by the Director of Sales & Marketing

5. To uphold hotel standards and policies by

• Complying with company policies, procedures and health and safety regulations
• Maintaining confidentiality of client information and departmental records
• Demonstrating professionalism, accuracy and accountability in all assigned duties

COMPETENCIES REQUIRED

• Communication
• Collaboration with others
• Initiative and Accountability
• Delivering excellence
• Trustworthiness and Integrity
• Confidentiality
• Performance in job role
• Adherence to policy
• Health and safety

CANDIDATE REQUIREMENTS

1.Education

• Diploma or degree in Business Administration, Office Management or a related discipline (preferred)
• Excellent level of written and spoken English (essential)

2. Experience

• 2 to 3 years’ experience in administration, secretarial support or a similar role (essential)
• Experience in preparing business correspondence, reports and maintaining records (essential)
• Experience in coordinating meetings, appointments and administrative activities (desirable)

3. Functional Knowledge

• Excellent written and spoken English
• Proficiency in Microsoft Office 365, particularly Word, Excel, PowerPoint and Outlook
• Ability to prepare reports, presentations and business correspondence
• Knowledge of filing systems, document control and database management
• Strong organisational, coordination and follow-up skills
• Good attention to detail and ability to manage multiple administrative tasks
• Ability to organize information, maintain accurate records and prepare clear and professional reports
• Ability to communicate effectively and liaise professionally with internal and external stakeholders

4. Other requirements

• Willingness and flexibility to work according to business requirements, including weekends and public holidays
• Ability to work independently and provide administrative support to a dynamic Sales & Marketing team