Sales Coordinator

Company Description
Vivari is about excelling in every interaction and exceeding every expectation. Vivari Hotel and Spa is a distinctively different destination that defies all expectations, offering discerning guests an integrated approach to complete wellness, from the tranquil setting to the rejuvenating therapies, to the beauty theatre. Set within an exquisitely expansive, tranquil eco-estate in Mogale City, mere kilometres from the Cradle of Humankind, Vivari Hotel and Spa is a serene sanctuary that has been magnificently curated to deliver the most superior service, luxurious settings, aesthetic excellence and exceptional experiences. We are proud to pioneer an entirely new concept in the South African travel industry – medical tourism.

We are driven to provide guests with an unparalleled experience in medical tourism, professional cosmetic surgery and unique hospitality services.

Job Description
A detail-oriented sales coordinator to contribute to the achievement of monthly targets by supporting the banqueting manager and sales team, coordinating sales and banqueting site inspections, and maintaining good customer relationships.

The sales coordinator's responsibilities include:

1. Supporting sales, ensuring client satisfaction, coordinating with other departments, problem solving, handling administrative duties, and sending out quotations timeously.
2. Sales Coordination: Reporting to the Banqueting Manager, assist in improving the team's productivity by contacting customers to arrange site inspections.
3. Handling urgent calls, emails, and messages when the sales manager is unavailable, answering customer queries, informing them of delays, issuing quotes, and scheduling site inspections.
4. Following up on quotes and assisting with conversion.
5. Collaborating with other departments to ensure sales, marketing, queries, and events are handled efficiently.
6. Developing and maintaining online filing systems to maintain sales records, prepare reports, and provide financial information to the finance department.
7. Preparing a function sheet and coordinating precon and post events.
8. Ensuring adherence to laws, regulations, and policies.

Operational Duties:
Maintain a thorough knowledge of the room locations, types of rooms, package plans and all hotel facilities. Conduct regular walkabouts and site inspections to familiarize with current hotel operational standards. Be available to assist with site inspections for potential clients. Be available during busy periods to oversee events, which may be over weekends or late evening.

Health & Safety:
Notify your Manager of any reason you may not be capable of performing your tasks safely. Comply with safe work practices by following health, safety, and environment policies. Report any health or safety hazards, incidents, and injuries to your Manager / Supervisor.

Guest Service and Employee Relationships:
Always recognize and greet the guests first. Provide efficient, friendly, and professional service to all guests. Take initiative to ensure that interactions with customers are positive and productive.

Qualifications:
Proven experience (2+ years) in a Sales coordinator or Banqueting coordinator or administrative role in the Hotel industry field. Experience in Opera is essential. Strong organisational skills with the ability to manage multiple tasks and priorities. Excellent communication skills, both written and verbal. Proficiency in Microsoft Office Suite, particularly Excel. Bachelor's degree in Hotel Management, Business Administration, Marketing, or a related field (preferred). Fluency in English is essential.

Additional Information:
Should you not hear from the hiring team within one week, consider your application unsuccessful.