Sales Administration Assistant

Philema Hospitality Management Enterprise; Newquay; On-site; GBP 10,000 - 15,000; Part time

Benefits offered by this job

Tronc / Service charge

Gym & spa discount

Recognition scheme

Food & beverage discount

Bed & breakfast discount

GAIA skincare discount

Friends & Family rates

Wagestream access

Cycle to work

Job summary

Philema Hospitality is seeking a detail-oriented Sales Administration Assistant to support our Reservations and Sales teams in a fast-paced environment.

The role is predominantly Monday to Friday, 9:30am–2:30pm, with occasional evenings and weekends to cover holidays or sickness. Benefits include staff discounts and wellbeing schemes, with potential career development within a team-focused hospitality group.

Qualifications

• Excellent organisational and administrative skills.
• Strong attention to detail and accuracy.
• Confident using computer systems and Microsoft Office applications.
• Excellent written and verbal communication skills.
• Able to manage multiple tasks and prioritise effectively.
• Positive, flexible, and team-focused approach to work.
• Experience in hospitality, reservations, or customer service would be advantageous but is not essential.

Responsibilities

• Conduct daily booking audits and spot checks to ensure reservation accuracy and compliance with company standards.
• Complete pre-arrival and three-day arrival checks, ensuring guest bookings are accurate and all requirements have been actioned.
• Process and manage private group reservations.
• Carry out daily arrival checks within the reservations system, verifying booking details, rates, packages, and guest requirements.
• Prepare and process invoices for corporate accounts.
• Assist with and audit coach tour invoicing, ensuring all charges are correctly applied and billed.
• Maintain accurate customer records across company systems.
• Provide administrative support to the Reservations and Sales teams.
• Produce reports, documentation, and information as required.
• Handle customer correspondence in a timely, professional, and customer-focused manner.
• Provide cover for the Reservations team during sickness or annual leave when required.
• Any other duties as required.

Skills

Organisational skills

Attention to detail

Microsoft Office

Communication skills

Multitasking

Team player

Hospitality experience (advantageous)

Tools

Microsoft Office

Job description

About: Philema Hospitality. We are a family-owned forward-thinking company who put our team and guests at the heart of everything that we do. We focus on development, well-being and team engagement with bespoke programmes to support each of these values. We create an environment which engages with our employees and ensures they feel appreciated, “when you enjoy what you do, work becomes play”. Shortlisted for Best Retention Initiative & Career Development Initiative at Springboard Excellence Awards 2023.

Employee Benefits

• Tronc / Service charge (Food & Beverage Departments only)
• Complimentary off peak gym & spa membership at Fistral Spa / Gaia Spa
• Tokens & recognition scheme
• 20% discount on Fistral Spa & Gaia Spa treatments
• 25% discount on food & beverage throughout the hotels and restaurants
• 50% discount on bed & breakfast stays throughout the hotels
• 30% discount on GAIA skincare products, 1 complimentary refill and 50% on refills thereafter
• Friends & Family rates across the group
• Recommend & Get Rewarded: £25 in "Love to Shop" vouchers if you recommend a friend to work for us, receive £100 in "Love to Shop" vouchers when they pass probation.
• Access to 360 Wellbeing - https://www.360-wellbeing.co.uk/
• Access to Wagestream - https://wagestream.com/en/
• Length of Service rewards: 1 Year, Afternoon Tea for 2, 3 Years - Dinner for 2 , 5 - 15 Years - 1 additional holiday day per year.
• Cycle 2 work Scheme
• Annual Christmas Event

The salary for this role is pro rata, the working pattern will be 9.30am - 2.30pm, Monday to Friday.

Role Overview

We are looking for an organised and detail-oriented Sales Administration Assistant to support our busy Reservations and Sales teams. This is an excellent opportunity for someone who enjoys working in a fast-paced environment, has strong administrative skills, and takes pride in delivering exceptional customer service.

The role is predominantly Monday to Friday, however some evening and weekend work may be required to provide holiday and sickness cover within the Reservations team and support business needs.

Role & Responsibilities:

• Conduct daily booking
  audits and spot checks to ensure reservation accuracy and compliance with company standards.
• Complete pre-arrival and
  three-day arrival checks, ensuring guest bookings are accurate and all requirements have been actioned.
• Process and manage
  private group reservations.
• Carry out daily arrival
  checks within the reservations system, verifying booking details, rates, packages,
  and guest requirements.
• Prepare and process
  invoices for corporate accounts.
• Assist with and audit
  coach tour invoicing, ensuring all charges are correctly applied and billed.
• Maintain accurate
  customer records across company systems.
• Provide administrative
  support to the Reservations and Sales teams.
• Produce reports,
  documentation, and information as required.
• Handle customer
  correspondence in a timely, professional, and customer-focused manner.
• Provide cover for the Reservations
  team during periods of sickness or annual leave when required or busy periods.
• Any other duties as
  required.

Skills

• Have excellent organisational and administrative skills.
• Possess strong attention to detail and accuracy.
• Be confident using computer systems and Microsoft Office
  applications.
• Have excellent written and verbal communication skills.
• Be able to manage multiple tasks and prioritise effectively.
• Have a positive, flexible, and team-focused approach to work.
• Experience in hospitality, reservations, or customer service would
  be advantageous but is not essential.