Sales & Marketing Administration Executive

Hard Rock Hotel Penang; George Town; On-site; MYR 48,000 - 64,000; Full time

Job summary

Hard Rock Hotel Penang is seeking a Sales & Marketing Administration Executive to provide essential administrative support to the Sales & Marketing team. The role emphasizes professional communication with guests, suppliers and Stage Pass members, ensuring accurate documentation and timely reporting.

The successful candidate will collaborate across departments, maintain organized records, and prepare sales materials.

Qualifications

• Diploma or Bachelor’s Degree in Business Administration, Hospitality Management, Marketing.
• Minimum 1–2 years of experience in sales administration, sales support, customer service or a similar administrative role.
• Excellent verbal and written communication skills with guests, clients and colleagues at all levels.
• Proficient in Mandarin (both spoken and written) is required.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Strong organizational, planning, and time management skills with the ability to manage multiple priorities.
• Meticulous attention to detail with excellent accuracy in documentation and reporting.
• Proactive, resourceful and able to work independently as well as collaboratively in a fast-paced environment.

Responsibilities

• Coordinate administrative tasks for Sales & Marketing, ensuring accurate reporting and filing.
• Draft business correspondence in English; Mandarin and Bahasa Malaysia may be required.
• Prepare daily, monthly Sales & Marketing reports and maintain records.
• Distribute sales leads to Sales Managers and support quotations/ proposals.
• Prepare sales kits, media kits, promotional materials and presentation documents.
• Assist in coordinating events, campaigns and familiarization trips.

Skills

Mandarin proficiency

Communication

Organization

Time management

Attention to detail

Customer service

Education

Diploma or Bachelor's Degree in Business Administration, Hospitality Management, Marketing

Tools

Microsoft Office

Job description

As Sales & Marketing Administration Executive, you are responsible to play a vital role in providing administrative and operational support to the Sales & Marketing Department, encompassing Sales, Stage Pass Membership, Business Centre and Marketing Communications functions. This position ensures the efficient coordination of departmental activities, maintains accurate documentation and reporting and supports the team in delivering exceptional guest experiences while achieving departmental goals and business objectives.

The successful candidate is expected to work collaboratively with colleagues and management, demonstrating professionalism, initiative, attention to detail and a strong commitment to service excellence.

• Communicate professionally, courteously, and effectively with guests, suppliers, Stage Pass members, and fellow team members.
• Deliver friendly, personalized, and caring service to every guest, ensuring a positive guest experience.
• Maintain a professional appearance at all times in accordance with the hotel's grooming standards.
• Foster positive working relationships with all departments and external stakeholders.
• Keep supervisors informed of matters that may impact departmental operations, guest satisfaction, or the hotel's reputation.
• Demonstrate flexibility in work assignments and schedules to meet operational requirements.
• Manage all departmental correspondence, including emails, telephone enquiries, letters, memorandums, and official documentation in accordance with the hotel's Policies & Procedures.
• Prepare and maintain an organized filing system for all Sales & Marketing documents.
• Draft basic business correspondence in English. Mandarin and Bahasa Malaysia may be required when appropriate.
• Take and distribute accurate meeting minutes and briefing notes.
• Prepare daily news updates and monthly Sales & Marketing reports.
• Assist in maintaining departmental records, databases, and document control systems.
• Prepare sales kits, media kits, promotional materials, banners, and presentation documents.
• Monitor and maintain marketing collaterals, promotional materials, and point-of-sale displays throughout the hotel to ensure they remain current and in excellent condition.
• Prepare travel agent contracts, allotments, and other supporting sales documentation.
• Assist in coordinating familiarization (FAM) trips, media visits, hotel inspections, sales missions, promotional campaigns, and corporate events.
• Coordinate giveaways, corporate gifts, sales kits, collateral inventory, and stock control.
• Monitor staff leave records and provide administrative support for departmental scheduling.
• Distribute sales leads accurately and promptly to the respective Sales Managers.
• Assist the Director of Sales in coordinating appointments, meetings, sales activities, media engagements, and departmental events.
• Attend to walk-in guests and enquiries in the absence of Sales Managers / Assistant Sales Manager when required.
• Support the Sales team by preparing quotations, proposals, and related documentation.
• Serve as the backup for the Stage Pass Officer during their absence.
• Act as a key departmental contact point in the absence of supervisors or team members, ensuring continuity of service.
• Ensure all Sales & Marketing documentation, systems and administrative processes comply with hotel policies and procedures.
• Maintain confidentiality of company information and business records.
• Complete all assigned tasks accurately, efficiently, and within established timelines.
• Carry out any other duties assigned by the Director of Sales or Management.

Requirement:-

• Diploma or Bachelor's Degree in Business Administration, Hospitality Management, Marketing or a related field.
• Minimum 1–2 years of experience in sales administration, sales support, customer service or a similar administrative role, preferably within the hospitality or hotel industry.
• Excellent verbal and written communication skills with the ability to interact professionally with guests, clients and colleagues at all levels.
• Proficient in Mandarin (both spoken and written) is required.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint and Outlook.
• Strong organizational, planning,and time management skills with the ability to manage multiple priorities simultaneously.
• Meticulous attention to detail with excellent accuracy in documentation and reporting.
• Proactive, resourceful and able to work independently as well as collaboratively in a fast-paced environment.
• Strong interpersonal skills with a positive, service-oriented attitude.
• Ability to maintain confidentiality and handle sensitive information with discretion.