Group Sales Coordinator

SUMMARY:
Luxury Hotel Group with Head Offices based in Camps Bay is looking for a Group Sales Coordinator.
 
We are looking for a socially focused team player who can operate proficiently in a technical and administrative environment, to support the administrative function, establishing and promoting strong bonds with suppliers; as well as support the sales department with all administrative tasks and site inspections with trade contacts.

POSITION INFO:
Duties:

Act as a group ambassador by living company mission and values
Ensuring that you are familiar with, and adhere to, the Hotel’s code of conduct
Ensure that the Sales administrative support function is executed and to promote a strong bond with suppliers
Ensuring harmonious relationships exist with other departments, suppliers and international sales managers by maintaining clear and prompt communication between all parties
Ensuring that all correspondence with clients reflects the professionalism of the company standard and enhances the relationships with key suppliers
Manage, issue and store collateral, gifting and promotional packs
Coordinate site-inspections, by actioning and confirming all related details, updating and sending out a weekly site-inspection forecast and at time conducting the actual site inspection; all in accordance with Sales department procedures.
Responsible for the management and upkeep of the Hotel database contacts.
Responsible for managing the diary of the Sales Manager, ensure that the diaries of all the sales team are updated with internal communications, and where appropriate check and action Sales Manager’s e-mails.
Assist with booking travel arrangements for the Sales Team
Liaise with tour operators to ensure accuracy of brochure information and communicating such information to clients.
Ensure that STO contracts are issued to key clients according to company standard and to update Sales Opera with the specific rates issued.
Ensure that the Online Image Gallery is updated for Operator Tour Agents websites, send links and collateral as requested to clients when required.
Responsible for the collating checking and distribution of Incentive and Agency Statistics.
Responsible for the drafting of Incentive Agreements, Value Add Agreements and Brochure Agreements in accordance with company directives and policies
Responsible for Tradeshow planning including arranging Pre and Post stay offers for Agents, confirming stand set ups and graphics, setting up appointment schedules, logistically arrangements and follow ups.

Requirements:

Grade 12
Diploma in Hotel Management or Sales and Marketing would be advantageous
At least 3 years hotel experience in a reservations or guest interfacing role; or 3 years administrative experience.
Previous work experience within a tour operator role advantageous
Computer literate with working knowledge of Microsoft Office Outlook, Word and Excel
Experience at operator level of a Customer Relationship Management System – exposure to Maximiser and Sales Force advantageous
Experience at operator level of a Property Management System – exposure to Opera advantageous
Highly presentable
Excellent command of the English language
Solid English verbal and written communication skills
Able to work flexible hours, weekends and holidays