Sales Coordinator

About the job

Based at the Emirates palace Mandarin Oriental, Abu Dhabi within the Sales Department, the Sales Coordinator is responsible for the office organization and assisting in all administrative matters related to the Sales department. The Sales Coordinator reports to the Director of Sales.

As a Sales Coordinator, you will be responsible for the following duties:

• Support the Director of Sales, Director of Sales & Marketing and the Sales Managers in their day to day activities and to assist them in achieving their personal and team objectives.
• Determine and implement the procedures and standards of an effective filing system.
• Provide adequate supplies of stationary and ensures that the following forms are used and kept updated at all times:

• Timesheets
• Purchase orders
• Travel authorizations for business trips
• Collateral reprint orders
• Brochure supplies (office)
• Holiday and sick leave
• Expense forms
• Managing and maximizing revenues from existing and potential Groups and Events by handling inquiries that come from various channels.
• Assist with creating contracts/proposals including submission of documents
• Maintain and update inventory: control of all gifts and giveaways.
• Assist with the marketing presentations and promotional tools, templates and flyers related to Group Sales actions for local and international markets, including but not limited to Weddings, Incentives & more.
• Proactively handle new Group & Events Sales enquiries, distributes, if needed, to the right Salesperson based on Market and sells the resort s facilities.
• Conduct show rounds to travel trade industry partners, VIP customers interested in familiarizing themselves with the property and support the Director of Sales, Sales Manager and Director of Commercial Strategy in show rounds, Familiarisation trips and other customer engagement activities.
• Manage the Groups & Events system, support the Sales Team in the creation of Groups & Events Contracts, update Billing and oversee the Group s pre-arrival rooming list and post departure processes including but not limited to payments closures and feedback collection.
• Data entry of sales inquiries
• Send out requested information from sales team to clients
• Maintain an up-to-date operating manual of the department, incl. policies and procedures, rules and regulations.
• Compile monthly reports to be completed by 5th of each month.
• Compile statistics.
• Assist with the co-ordination of direct mail campaigns on behalf of sales and marketing, labelling, data collection and distribution of mail items.
• Ensure the efficient liaison between the sales office and other sales offices in sister hotels, including the distribution of our sales correspondence and collateral to other hotels.
• Annual contracting administration for MICE, corporate and leisure business.
• Ensure that store requisitions are submitted monthly.
• Ensure ordering of business cards.
• Ensure sensible and effective use of the telephone all incoming calls promptly answered in an agreed manner.
• Ensure that calls are screened and dealt with in an appropriate way.
• All enquiries to be dealt with within 24 hours.
• Assist tele sales research of existing/new clients within guidelines of Director of Sales / Director of Sales & Marketing.
• Sort all incoming mail for the attention of the Director of Sales and Marketing and Sales Department.
• Ensure the strict confidentiality of information passing though the office.
• Record minutes of all meetings conducted by the Director of Sales and Marketing and any others as when directed by the Sales and Marketing team from time to time.
• Maintain the highest standards of professional, ethics, and attitude toward all hotel guests, clients, and colleagues.
• Coordinate and assist in organizing sales trips.
• Perform all duties and responsibilities in a timely and efficient manner in accordance with established company policies and procedures.

As a Sales Coordinator, we expect from you:

• Minimum 2-3 years of previous experience in the same role in a luxury hotel is required, resort experience is a plus
• Degree or Higher National Diploma equivalent in Hospitality/Hotel/Business Management.
• Experience in representing hotel at trade shows and sales missions.
• Analytical approach to problem solving using data to make conclusions.
• Ability to plan and organize large projects.
• Effective time management, communication and presentation skills.
• Strong strategic, analytical and forecasting skills.
• Able to solve problems.

Our commitment to you