Sales Administrator

THE FULLERTON HOTEL; Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

The Fullerton Hotel in Singapore is seeking a capable Sales Administrator to support the Sales Department with system administration, travel and meeting coordination, and client communications. You will manage both electronic and paper files, ensuring timely access to information for client appointments and arrivals.

The role requires clear communication, meticulous documentation, and the ability to produce correspondence and reports.

Qualifications

• Experience writing and editing memos and correspondence requiring judgment and discretion.
• Ability to coordinate meetings, travel, and facility bookings with attention to detail.
• Maintain confidential client information and sensitive documents.

Responsibilities

• Serve as administrator for sales systems (Amadeus Advance, Opera PMS, Lanyon, Cvent).
• Coordinate travel, meetings, and conferences, including facilities booking and documentation.
• Answer sales enquiries with professional telephone etiquette and routing messages accurately.
• Manage electronic and paper file systems and ensure information is available for client appointments and arrivals.
• Prepare minutes and updates for Sales meetings and support senior staff.

Skills

Administration Software

Administrative procedures

Business principles

English writing & editing

Documentation & correspondence

Information & communication management

Tools

Amadeus Advance

Opera PMS

Lanyon

Cvent

Job description

• 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:
  • I. Travel arrangements for Sales Team, air and ground transportation, hotel accommodation
  • II. Booking of meeting facilities
  • III. Documentation of all arrangements
  • IV. Transmittal of required documentation and travel authorization
  • V. 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:
  • o Callers referred to the appropriate person
  • o Accurate and complete messages are taken
  • o 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 assure that all needed information is 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