Elviana Theresia

As a Sales Coordinator, I am responsible to handle all administrative requirements of the Sales Office.

**Generate and maintain an organised, systematic and updated filing system (hard copies and hard disk back-up), in order to ensure easy accessibility to required data and avail loss of data from the hardware
**Prepare the Sales Team’s Corporate Offer Letters and ensure it is reviewed and properly checked before handing it for signature
**Handle all incoming calls and guests’ enquiries in the absence of the Sales Team and maintain a prompt and accurate follow up and trace system for the correspondences
**Maintain adequate stock of office supplies, initiate requisition, replenish Brochures, Fact Sheets and promotion flyers
**Ensure all the weekly and monthly reports are submitted on time and that all correspondence and offers are responded to - within 24 hours
**Report any Equipment failure / problems to the Maintenance Department
**Participate in any Training / Development schemes as recommended by the Senior Management
**Operate in a safe and environmentally friendly way to protect guests’ and employees’ health and safety, as well as protect and conserve the environment
**Comply with the hotel environmental, health and safety policies and procedures

Provide a full range of secretarial and administrative support activities, inclusive of highly confidential and sensitive matters to ensure smooth operation of Sales department whereby my role will include key responsibilities such as:

**Organize daily incoming correspondence, make preliminary assessment and handle and respond as appropriate
**Compose and prepare routine correspondence and prepare simple interpretation of documents and correspondence if requested
**Prepare, assemble and distribute various reports and documents
**Receive and screen all incoming telephone calls, provide and receive information or refer the matters to the appropriate person to handle
**Keep calendar constantly updated to facilitate appointment and meeting schedules
**Establish and maintain various filing / records / database of business contacts, trace pending items and follow up as appropriate
**Arrange for various meetings and take minutes
**Function as an administrative link to ensure that all parties receive the relevant information respectively
**Take photographs of all internal functions, banquet and conference functions and VIP’s
**Ensure all photos are placed in albums with the name of the function
**Assist the Marketing & Communication Manager and executive in formulating all marketing collaterals including the hotel newsletter, direct mails, leaflets and handouts
**Assist in handling events with the concerned departments within the hotel to make sure that all branding for sponsors is as agreed in contracts
**Responsible for all materials provided by the sponsors
**Assist in the production of all promotional material, including gathering of supporting data and collateral material
**Prepared Pay Slips and in put it on the system (Oasys) based on Time sheets, get the approval from the Department Head before forwarding to the Account Department.
**Maintaining the office supplies and ordering through FBM system.

**Offer consistently professional, friendly, warm and engaging service
**Check out of departing guest in accordance with the established standards
**Sell rooms to walk-in guests and be responsible for all pro-active and day-to-day facilities issues
**Responsible for cash inventory, cashing cheques and bills of exchange in foreign currencies for hotel guest in accordance with the credit policy
**Demonstrate a complete understanding of the hotel’s policies and procedures and service standards and have full knowledge of the hotel facilities and happenings
**Supervise all Front Desk employees ensuring guests are taken care of in a professional and friendly manner
**Deal swiftly, efficiently and sensitively to guest complaints and follows through
**Maintain effective communication with all related departments to ensure smooth service delivery
**Maintain an up to date knowledge of hotel and local services and supply information and respond to guest queries

**Perform all necessary tasks to service food & beverage according to the standard of performance manual.
**Acquire in depth knowledge of the food & beverage menu of the assigned outlet in order to assist and provide advice to guests.
**Practice good customer relations and attend to customer complaints and queries satisfactory.
**Ensure the Outlet is set-up for service and supervise for a smooth operation.
**Direct and supervise the service team to ensure that all duties are performed as per standards.
**Ensure that all employees have received adequate training to perform their duties.
**Ensure proper organization, planning and control of supplies and maintain concise record of all beverage stock in order to ensure that the required is available.
**Ensure minimum wastage, breakage and spoilage.
**Actively use up selling techniques by exceeding guest expectations and to increase revenue.