Under the general guidance and supervision of the Director of Sales & Marketing within the limits of the hotel's policies and procedures, the Sales Coordinator / Sales Admin efficiently coordinate and administer the activities of the Sales & Marketing Department in accordance with the policies and procedures of the Hotel.

DUTIES & RESPONSIBILITIES

KEY RESPONSIBILITIES

- To oversee and control daily tasks when on duty.

- To record all contracts and important documents of S&M Dept neatly and accurately on prescribed forms.

- To assist in generating daily and monthly reports in Suite8 to support Sales Team on their day-to-day sales task.

- To assist in generating Weekly and Monthly Reports for S&M Department as required by Director of Sales & Marketing.

- To assist in the day-to-day operations of the S&M Dept.

- To process all FOC vouchers timely and properly monitored via monthly reports to Director of Sales & Marketing.

- To identify new contacts and pass sales leads on to the relevant sales person

- To assist Pro Active Sales to produce quotations and written confirmation to all clients as well as doing tele-sales task as required by Director of Sales & Marketing.

- To regularly submit / monitor all S&M documents including Long Stay (LS) Contracts for signing to Maple Tree and ensure that any outstanding issues are reported to Director of Sales & Marketing accordingly.

- To be responsible for sales administration, this includes maintaining accounts filing system of the Sales & Marketing Department

- To upkeep supplies and replenish sales promotional and materials and forms.

- To be responsible for preparing correspondence welcome note/letter, corporate rate agreements/contracts for sales and marketing.

COMMERCIAL RESPONSIBILITIES:

- To perform coordination of activities in the hotel.

- To support S&M Team on site visits / inspection whenever necessary.

- To oversee and maintain accurate and efficient sales systems in order to record and trace all sales activities

- To answer all telephone calls and inquiries on behalf of the sales department and action in a timely and professional manner.

- To ensure that the hotel’s database is continually updated for the purpose of undertaking regular and effective mailings in accordance with agreed action plan

- To maintain an efficient and up to date trace system covering all matters which require future, follow through.

- To maintain continual traffic flow of all documents for perusal, action and signature by all sales personnel and ensure all urgent correspondence and telephone inquiries are followed up as a priority.

- To maintain up to date electric records of all rate negotiations, contracted rates and any other relevant rate information.

- In cooperation with Marketing & Communication Manager to maintain accurate records detailing quantities of sales collateral and promotion gifts and giveaways and re-order when necessary to ensure continual supply

HUMAN RESPONSIBILITIES:

- To report for duty punctually wearing the correct uniform and name badge at all times.

- To provide a courteous and professional service at all times.

- To maintain good working relationships with your own colleagues and all other departments.

- To have a complete understanding of and adhere to the residence policy relating to Fire, Hygiene, Health and Safety.

- To maintain a high standard of personal appearance and hygiene at all times.

- To have a complete understand of the residence employee handbook and adhere to the regulations contained within.

- To maintain the cleanliness of the working area in the S&M Department.

- To carry out any other reasonable duties and responsibilities as assigned.

- To attend activities and meetings as well as accept any responsibilities of projects as directed by Director of Sales and Marketing.

RELATIONSHIP:

- Establish Effective Employee relations, maintains the highest level of professionalism, ethic and attitude towards all hotels guest, clients, head of department and employees.

REPLACEMENT AND TEMPORARY MISSION:

- To be flexible and willing when asked to fill in any areas where needed to help out in emergency or difficult circumstances as assigned or required by Management.

- To be ready and responsible to perform any other duties as designated or required by Hotel Management from time to time.

- This job description is subject to change in accordance with business requirements and may be viewed and updated as necessary.

1. Monthly service charge

2. Lunch allowance & Transportation allowance

3. 2 days off per week

4. 14 paid day on leave per year

5. Full insurance regime under current labor law, plus health care insurance, 24/24 accident insurance

6. Professional training and personnel activities organized periodically

7. Career development opportunities at internal organizations

8. Other modes of Vietnam Labor law

Tertiary qualifications.

Bachelor Degree/Diploma in Hospitality Management or Sales/Marketing preferred.

Additional work experience may substitute for degree.

Requires good communication skills, both verbal and written.

Highly articulate in English language, both written and spoken

Good at MS Office and applications

Minimum of 1 year in Sales & Marketing related operations, of which at least 6 months experience in similar position in a 5 stars establishment.

Strong strategic thinking, Creative, outgoing, highly developed interpersonal skills and organizational skills.