OBJECTIVE OF THIS POSITION:

To provide administrative support to the DOSM. This will enable the management staff to focus on key department daily requirements.

To ensure that customer satisfaction is the key driver of the department system and procedure in conjunction with the DOSM.

To ensure that high standards of excellence in performance are achieved both within sales and as one of the key ambassadors for the department with other management and team players throughout the hotel.

To support the department’s key objective of converting sales by championing sales driven initiatives as a priority within departments.

Distribute copies to Reservation, Finance and Sales File and to follow up all the contracts should send are back. Then filed in Sales Office.

DUTIES AND RESPONSIBILITIES:

Coordinate all contracts for the hotel to ensure all contracts are approved and signed by DOSM and Account Manager concerned.
To administer and filing and administration tasks for the DOSM on daily basis including preparation of reports and documents for morning briefings.
Daily print out of guest arrivals, check all incoming guest arrivals, alerting DOSM of incoming VIP and Groups. Review No-Show report & all complimentary room requests from Sales staff and to ensure this request are in order prior to submission to DOSM and GM.
To advise DOSM of incoming VIP arrivals, VIP groups or Site Inspection groups and prepare welcome letters for DOSM. Conduct site inspections in the absence of the DOSM and input into the Fidelio.
To handle general telephone or walk-in enquiries coming for DOSM and discuss with DOSM.
To send e-mail blast for the promotional packages of the hotel. Prepare report and submit the account list to DOSM
To prepare sales kits and giveaways and make sure that stocks are in line and sufficient materials are in stock for departmental requirements. Liaise with the Communications & Branding Executive arranging production for the department. Please monitor quantities of these and all giveaways and list down ongoing stock levels and consumption by the department
To attend daily sales briefing at 09:00am sharp with update on highlights on previous day telemarketing calls.
To set up filing system for Sales & Marketing and DOSM for departmental requirements.
Daily monitoring of all ongoing and incoming emails of the DOSM and to ensure to reply completely as per requirements alerting DOSM of any special important documents in the event of absence from the office of any duration.

SKILLS AND ATTITUDE REQUIRED:

Trustworthy and confidential with a positive happy attitude and polite manners.
Assertive yet personable with effective communications skills.
Well-groomed with professional manners.
Excellent follow-up skills necessary
Able to prioritize workload, is organized and well structured.
Must have initiative and be self-starter, not waiting to be driven.
Computer literacy is a must. Knowledge of hotel Fidelio system is advantageous.
Able to deal with inter-departmental challenges and customer complaints in a calm and helpful manner.
Sees challenges as opportunities.
Able to go the extra mile as and if required by the department, a doer not a talker striving for a high standard of excellence, being a team player and working with others to support concept through the department.

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