Sales Coordinator
Swiss-Belhotel Seef Bahrain
Total years of experience :16 years, 2 Months
* Responsible for day to day sales enquiries via email, phone calls, walk in and enquiries from
business partners (Corporate, Leisure, Government segment)
* Customer account creation and update database
* Liaise with logistics/ order desk to ensure equipment for supporting events such as
distributor meetings, seminars, exhibitions and trade shows is in place.
* Assist in production of sales and marketing literature and maintain literature store.
* Assist with marketing plan provided by the DOSM
* General support to sales team as required
* Primarily assists the sales team, focusing mostly on managing schedules and the distribution of
any sales documentation.
* Prepares and then follows up on any sales quotations made for clients, negotiating terms with the
client at a cost best suited for them.
* Efficiently respond to any online or telephone queries in a calm and friendly manner.
* Liaise between other departments and the client to provide the service most suitable to the client’s
needs, cost and time restraints.
* Work closely with the Sales team to assess the progress of the department and develop Sales
strategy accordingly.
* Produce reports on progress within the department and outline any developed strategies to improve.
* Responsible for overseeing any supercharges and evaluating any alterations to both external and
internal staff.
Events/Banquet Coordinator
* Assist with negotiations for space contracts and book event space, arrange food and beverage,
order supplies and * audiovisual equipment, make travel arrangements, order event signs, and
ensure appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations
of the alumni association.
* Aggressively gather information on each project to achieve quality event productions.
* Conduct research, make site visits, and find resources to help staff make decisions about event
possibilities.
* Create and revised room layouts for each event.
* Propose new ideas to improve the event planning and implementation process.
* Serve as liaison with vendors on event-related matters.
* Assist with managing on-site production and clean up for events as necessary.
* Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards,
etc.
* Close out all events as required.
Spa
This position reports to the Director of Sales. Performs daily quality checks, ensures that all tasks are
performed to The Ritz-Carlton standards. Involved in scheduling and small projects to enhance the
services of Sales & Marketing.
Sales & Marketing
• Provide administrative support for the Sales Executive, Sales Managers, Director of Business Travel,
Director of (Segment) Sales and Director of Sales.
• Filling system must be accessible and accurate at all times.
• To have a tracing system for follow-up work by the sales personnel assigned to.
• Dept’s policies and procedures, training and development manuals, and relevant sales and marketing
reports.
• Accessible library of computer diskettes, CD-ROMs, and other electronics devices, and operational
readiness of all computers within the department.
• Minute meetings, transcribe and distribute to all relevant parties.
•Highest level of phone responsiveness within the department. Phone coverage must be available from
09:00 to 17:00 hrs.
•Assist in the preparation of the hotel’s month - end report and annual budget.
•Participate in daily Sales Line-up, weekly Sales Meeting, and other business related meetings and
functions.
Leadership
• Supply of stationary and administration-related materials to support day-to-day sales operations must
be available at all times.
Communication
• Ensures that all pertinent information is provided to bookers, guests and colleagues.
• Ensures that all communication with clients, guests and colleagues is complete, accurate, engaging
and positive.
• Promptly, accurately and consistently report all guest incidents and how they were solved.
• Prompt delivery of all communication (facsimile, memos, letters, etc.).
• Confidential documents, including accurate personnel file status of the department’s employees, with
the strictest confidence.
Others
• Performs all tasks as detailed in daily task list.
• Maintain, cleanliness and tidiness of work area of all times.
• Assist in booking relevant rooms and meeting space for individuals and groups.
• Assist in preparation of Contract Rate Agreement and Group contracts.
• Be totally aware of the hotel products and operation.
• Operate Sales & Marketing Reporting System, or any other InterContinental computer systems.
• Carry out all typing requests, as directed by Sales Managers.
•Prepare various reports as and when required.
•Interact with Hotel guests and individuals outside the hotel, ensuring that they receive the quality of
service associated with InterContinental Hotels Group.
•Making sure that Banquet reservation books are kept up to date and to minimize potential losses and
maximize revenue.
• Prepare monthly sales report.
• Prepare the cost analysis of the sales.
• Prepare quotation, letters, emails and any other correspondences.
• Follow up system of marketing department.
• Receive and attend phone calls.
• Handle appointment.
• Maintain effective filling system.
• Help in collecting company account receivable.
• Safekeeping and proper storage of confidential date.
• Coordinate with Sales Dept. in gathering and classifying information needed for Banquet operation.
Type Wedding, OSC and Banquet function proposals.
• Type Banquet functions sheets with all relevant details and distribute in within time frame. Produce a
forth-nightly Banquet forecast and distribute in conjunction with function sheets in accordance with
established schedule.
• Make sure all Banquet Memos are typed and distributed on time. Post request for supplies and other
function requirement.
• Maintain accurate filling system with easy tracing.
• Handle incoming and outgoing telefaxes. Render secretarial services to guests i.e. typing, facsimile,
photocopying and courier service if required.
• Read, sort, type and distribute guest’s incoming and outgoing telefaxes.
• Collate and distribute incoming telefaxes between Executive Offices, various dept.
• Ensure all letters and packages are franked according to postal rates.
• Update and feed data of Guest Customer Comments for monthly survey reports.
Sales and Marketing
* Reporting Line: Director of Sales and Marketing and Director of Sales
* Duties and Responsibilities:
* Provide administrative support for the DOSM, DOS, Sales Manager and to the entire sales team
* Filing system must be accessible and accurate at all times.
* Confidential documents, including accurate personnel file status of the department’s employees,
with the strictest confidence.
* Minute meetings, transcribe and distribute to all relevant parties
* Monthly attendance record in accordance to hotel procedure
* Assists in the preparation of the hotel’s month = end report and annual budget
* Participate in daily Sales Line-up, weekly Sales meeting, and other business related meetings and
functions
* Prompt delivery of all communication (facsimile, memos, letters, etc.)
* Availability and storage of sales- related collaterals and overall cleanliness of the sales office
* Handle and assist DOSM, DOS, and Sales Managers on business trip bookings and meeting agendas
of the business trip
* Extraction of Sales Activity report in Opera (M100) for DOS monitoring of the Sales Managers
activity of the week
• Computation of Customs Tariff, duties and taxes