Sales Administrator

THE FULLERTON HOTEL; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A premier hospitality establishment in Singapore is seeking an experienced Sales Administrator. The successful candidate will handle administrative functions for sales-related systems and manage scheduling for meetings and events. Ideal candidates should have strong proficiency in software applications and excellent English communication skills. This role is crucial for supporting the sales team in achieving organizational goals and maintaining high standards in guest interactions.

Responsibilities

• Serve as administrator for all sales related systems.
• Prepare memos and correspondence requiring research.
• Schedule and coordinate meetings and training sessions.
• Manage both electronic and paper file systems.
• Conduct special projects and prepare updates on findings.

Skills

Knowledge of relevant software applications

Knowledge of administrative and clerical procedures

Knowledge of business principles

Proficient in English language skills

Experience in producing correspondence

Experience in information management

Job description

Responsibilities

• 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 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.
• Manages databases and prepares 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