Sales Coordinator

Scope of Position:A detail-oriented sales coordinator to contribute to the achievement of monthly targets by supporting the banqueting manager and sales team, coordinating sales and banqueting site inspections, and maintaining good customer relationships. The sales coordinator's responsibilities include supporting sales, ensuring client satisfaction, coordinating with other departments, problem solving, handling administrative duties, and sending out quotations timeously.Sales Coordination:Reporting to the Banqueting Manager they will assist in improving the teams productivity by contacting customers to arrange site inspections and ensuring all Sales Representatives have high-quality, up-to-date support material as and when required.Handling urgent calls, emails, and messages when sales manager is unavailable, answering customer queries, informing them of delays, issuing quotes, and scheduling and assisting with site inspection.Following up on quotes and assisting with conversion.Collaborating with other departments to ensure sales, marketing, queries, and events are handled efficiently.Developing and maintaining online filing systems so as to maintain sales records, prepare reports, and provide financial information to the finance department.Preparing a function sheet and coordinating precon and post events.Making the company's services as attractive to potential customers as possible.Ensuring adherence to laws, regulations, and policies. Operational duties:Maintain a thorough knowledge of the room locations, types of rooms, package plans and all hotel facilitiesConduct regular walk about and site inspections to familiarize with current hotel operational standards.  Report any concerns to the Banqueting ManagerBe available to assist with site inspections for potential clientsBe available during busy periods to oversee events, which may be over weekends or late evening.Health & Safety:Notify your Manager of any reason you may not be capable of performing your tasks safelyParticipate in workplace consultation on matters pertaining to Workplace Health and Safety, as per the hotels agreed arrangementsComply with safe work practices by following Accor Health, Safety and Environment policies, including the use of safe manual handling techniques, safe use of hazardous chemicals and machinery, working at heights procedures, using protective clothing andSafety equipment where available and necessary, maintaining a clean, tidy work environment, and any other safety practice promoted and required by the HotelEnsure all equipment is kept in good working order and used only for the purpose for which it was intendedAttend and actively participate in all WH&S training required of you by the HotelReport any health or safety hazards, incidents and injuries to your Manager/Supervisor or Manager on Duty as soon as possible.  Hazards may include unsafe working conditions, equipment and machinery faults or damage, and other housekeeping or maintenance needs that may affect the safety or any person/s at the Hotel. Ensure that the appropriate documentation is completed correctly, such as the Injury / Incident FormParticipate and contribute to the risk assessment process when requested by your Supervisor/ManagerWork cohesively in conjunction with the hotel’s rehabilitation program, as requiredMaintain standards of hygiene for food handling and presentation as prescribed by council / legislative regulationsBe fully conversant with departmental fire and evacuation proceduresEnsure all equipment is kept in good working order and used only for the purpose for which it was intended. Report all broken or damaged departmental equipment to your supervisor and record on appropriate maintenance report formContribute to cost control through energy conservation, correct storage of all materials and use of equipment per operating standards and manufacturers specifications Systems & Procedures:Log and inform your Manager of any system problems. Suggest any improvements that could be made to improve existing systems and proceduresFollow policies and procedures outlined in the Accor Brand Standards Manual, Departmental Service Standards / Procedures Manual and Accor Policy ManualsComplete all duties and ensure a concise hand over Guest service and Employee Relationships:Always Recognize and greet the guests firstRespond to any reasonable tasks as assigned by superiorsProvide efficient, friendly, and professional service to all guestsGuest needs and requests are anticipated and acted upon immediately in an efficient manner. Requests outside area of authority are referred immediately to the appropriate personal and followed up on to ensure the Guest is ultimately satisfiedLead by example when attending to guest requests.  Show efficiency in constantly striving to provide Total Customer SatisfactionTake initiative to ensure that interactions with our customers (internal or external) are positive and productive, call the Manager on Duty if difficulties ariseWork together with trust so that colleagues and management meet the goals of the department/HotelTreat customers and colleagues from all cultural groups with respect, sensitivity, and transparencyTake every opportunity to be a “salesperson” by active selling of special promotions and facilities available within the HotelImplement the Accor values and Accor customer vision to ‘Offer the Best Service to Our Customers’Colleagues and superiors of the hotel are always dealt with in a polite and helpful manner. Ensure good relationships are always kept with colleagues and superiors and report any personnel differences that may threaten the cohesion of the team and colleaguesResponsible for the acquisition and maintenance of all corporate/travel trade/leisure/government/niche/mice/international clients of the hotelListen to clients’ requirements and present appropriately to make a sale, negotiate the terms of an agreement and closing the saleCold call potential clients via telephone and emails and arrange meetings for new businessRegularly attend/host events where top clients and new clients are entertained Environmental and Social Responsibility:Work closely with the hotel in participating where possible in community-based projectsMaintain awareness of new initiatives and the continuously growing social economic Program of the hotel     Assist with power and electricity usage by not having lights or any electrical appliance on that could be switched off when not in useParticipate and actively control all forms of waste and ensure accurate recycling of all glass, papers, plastics, aluminum, and steel form all areas to wasteActively participate in all social development drives with local communities and initiativesActively participate in the food & beverage waste program of the HotelReduce the use of paper by not printing unnecessarily and recycle used paperGeneral and other Duties:The above listed criteria identify the key areas of responsibility of the position and are not all-encompassing description of duties and tasks. The above criteria will be subject to ongoing review and adjustmentThe position required the employee to perform tasks in any area of the hotel as requested by Management from time to timeAbide by Accor policy on EEO and Harassment in the workplaceEnsure wherever possible that employees are provided with a workplace free of discrimination, harassment, and victimizationThe position required the employee to maintain a high standard of personal appearance and hygiene and ensure that uniforms meet with the Hotel’s requirements and in line with the desired image of the HotelEnsure security and protection of Guests the belongings as best possible, report any items left behind by guestBe committed to the safety of Guests at all times and report any suspicious activity in the hotel to the ManagerPractice Safety at all times including constant awareness of safety hazardReports to work on time and according to posted scheduleAgree to continuously improve and develop his/herself, by attending scheduled training courses as directed by Management and being committed to making the absolute most of the given opportunityBe committed to the highest level of service to the Hotel Guests, courtesy to fellow colleagues and a commitment to all environmental social and developmental training initiatives  Special NoteDuring the course of duty you will have access to certain information, which demands the utmost confidentiality. Discretion must be exercised at all times.Your responsibilities are included but not limited to this job description as this has been drafted as a guide to the purpose and main duties of the role as it currently exists. The hotel relies on the flexibility of its staff to ensure the continuity of the high standards currently being achieved.  It is not intended as a wholly comprehensive or permanent schedule of duties and it does not form part of the contract of employment.  The Company reserves the right to amend this job description from time to time to accommodate the requirements of the business and the evolving nature of the role.