Sales Administrator

The Fullerton Hotels and Resorts; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading hotel establishment in Singapore is seeking an administrative professional to provide comprehensive support to the Sales Department. Responsibilities include managing sales systems, coordinating meetings and travel, and ensuring proper communication with internal and external clients. The ideal candidate should possess knowledge of relevant software, strong organizational skills, and proficiency in English. This role offers a dynamic work environment where attention to detail is key and confidentiality is paramount.

Responsibilities

• Serve as administrator for all sales related systems.
• Develop, prepare, and compose internal and external communications.
• Schedule and coordinate meetings, training sessions, and travel arrangements.
• Manage electronic and paper file systems.
• Communicate relevant information to departments during client appointments.
• Conduct special projects and report findings.
• Act as liaison with internal and external clients.
• Maintain membership dues and subscriptions.
• Produce reports from marketing database.
• Innovate or automate processes in the department.
• Manage requisitions for stationaries and corporate gifts.
• Conduct Guestroom checks before site inspections.
• Assist the Director of Business Development with various tasks.
• Prepare minutes for Sales Meetings.
• Maintain confidentiality of client information.
• Perform other related duties as assigned.

Skills

Knowledge and experience of relevant software applications

Knowledge of administrative and clerical procedures

Knowledge of business principles

Proficient in spelling, punctuation, grammar

Proven experience of producing correspondence

Proven experience in information and communication management

Job description

Job Description & Requirements

• Serve as administrator / key operator for all sales related systems i.e. Amadeus Advance, Opera PMS, Lanyon, Cvent.

• Develops, prepares and/or composes memos and correspondence requiring research and exercise of judgment and discretion; routinely writes, edits, and submits materials for internal and external communications.

• Schedules and coordinates arrangements for meetings, training sessions, conferences, trade shows including but not limited to:

  • Travel arrangements for Sales Team, air and ground transportation, hotel accommodation.
  • Booking of meeting facilities.
  • Documentation of all arrangements.
  • Transmittal of required documentation and travel authorization.
  • Prepare sales materials for trade shows/sales trips.

• Receives enquiry calls forwarded by the Hotel telephone operator to the Sales Team. Answers telephone using knowledge of business telephone procedures and etiquette, including:

  • Callers referred to the appropriate person.
  • Accurate and complete messages are taken.
  • Calls are routed to the appropriate voice mail.

• Manages both electronic and paper file systems.

• Obtains information and communicates that information to the relevant department(s) concerned to available at the time of the client appointment and/or client/guest arrival and/or check-in.

• Conducts on a recurring basis special projects and assignments as directed; collects, compiles, and writes updates and reports on findings, including preparation of preliminary findings.

• Acts with a degree of independence as liaison with both internal and external clients and in preparing meeting materials, minutes, programs, updates, and other support functions related to the Sales Department.

• Keeps all membership dues of the various clubs, societies and organizations up to date; maintains subscription to all travel related journals.

• Manage databases and prepare spreadsheet for projects and customer/prospect files.

• Produces regularly scheduled reports from marketing database and assists in the management of the sales & marketing department functions.

• Develop the function through innovation or automation of processes; maintain files and general organizational duties, prepare presentations for delivery to internal and external audience, and coordinating documentation.

• Requisition and collection of Stationaries and Corporate Gifts for the Sales Team.

• Conducts Guestroom checks in advance of a site inspection by the Sales Team to ensure guestrooms are in tip top condition for viewing.

• Provides assistance as required by the Director of Business Development / Director of Sales and Assistant Director of Sales in clerical, mailing, research, and sales/marketing activities.

• As and when required, prepares minutes for Sales Meetings, and other related meetings as required by the Director of Business Development.

• Maintains confidentiality of all client information and other identified company documents.

• Performs any other related duties that may be assigned from time to time.

SKILLS & ABILITIES

• Knowledge and experience of relevant software applications - spreadsheets, word processing, and database management
• Knowledge of administrative and clerical procedures
• Knowledge of business principles
• Proficient in spelling, punctuation, grammar and other English language skills
• Proven experience of producing correspondence and documents
• Proven experience in information and communication management