Job Summary 

To provide full administrative assistance to the Sales & Marketing team. Ensure the upkeep and smooth running of the office, the office machinery and stationery supplies. Where possible, assist with incoming enquiries. To perform any other reasonable task as requested by management. 

Essential Duties and Responsibilities

Daily Responsibilities

•Answer telephone calls to the department and either filter accordingly or take detailed messages.

•Check the sales & marketing in-trays on a regular basis and distribute accordingly.

•Monitor the sales email inboxes on a regular basis and distribute efficiently.

•Produce cover letters for brochure responses and dispatch.

•Type and dispatch general office correspondence and contracts.

•Ensure all correspondence is stamped and mailed.

•File conference contracts, actual and lost bookings.

•Manage Sales Managers diaries and be aware of sales team’s movements.

Weekly Responsibilities

•Collate sales kits/collateral and ensure there is a ready supply.

•Ensure all departments have stocks of brochures and manage the brochure inventory.

•Update Sales Managers’ weekly activity reports.

•Check stationery stock and re-order where necessary.

•Ensure general office tidiness.

•Produce the weekly Sales & Marketing meeting agenda and minutes.

Monthly Responsibilities

•Update monthly data of corporate/leisure room nights (hotel productivity).

•Manage purchase order log.

•P&L Critique.

•Produce monthly report focusing on the sales team’s highlights and financial successes.

Other

•Assist with and conduct site visits as required.

•Assist with marketing promotions e.g. mailings.

•Assist with the preparation of sales trips, functions, and the organization of familiarization trips.

•Perform any other reasonable task as requested.

•Assist and attend relevant familiarization trips/entertainment.

Self-Management

•Plan, organize and use a systematic approach to get things done.

•Manage time and resources effectively.

•Prioritize actions and manage tasks through to completion.

•Actively seek opportunities to develop and learn from experience.

•Set high personal performance standards.

Communication

•Communicate openly and clearly, both written and verbally.

•Pitch information at the appropriate level.

•Listen to the needs of others before contributing.

•Develop positive working relationships at all levels.

•Motivate and inspire others to perform.

Problem Solving & Decision Making

•Collect and analyze relevant information about a problem.

•Seek innovative solutions.

•Make conscious decision to go for action.

•Accept personal responsibility to make things happen.

•Constantly review in order to improve.

Pro-Active Behavior

•Self-reliant, working with minimal control and direction.

•Act on your own initiative when appropriate.

•Take calculated risks to achieve results.

•Think ahead, developing contingency plans where necessary.

•Have driven and determination to succeed.

•Contribute and be effective when team working with peers. 

Standard Responsibilities

• Comply and adhere to the Rosewood company policies.

• Take on other tasks in addition to the ones stated, in a reasonable framework.

• Be a “brand ambassador” at all times and ensure brand integrity and clarity are always maintained.

• Model the company’s culture, vision, mission, and core values at all times. 

Confidentiality

Whist working for the company there will be access to a wide variety of confidential information concerning the company, guests, and associates. It is vital that all such information remains confidential and must not be disclosed to anyone outside the company, guests, and associates, unless otherwise stated.

Health & Safety

• Be aware of and comply with safe working practices as laid down under the Health and Safety rules, regulations, and procedures as applicable to your place of work. This will include your awareness of any specific hazards at your workplace.

• The wearing of appropriate protective clothing provided by or recommended by the Company will be obligatory.

• Report any defects in the building, plant, or equipment according to hotel procedure.

•Ensure that any accidents to associates, guests or visitors are reported immediately in accordance with correct procedures.

•Attend Statutory Fire, Health & Safety training and be fully conversant with and abide by all rules concerning Fire, Health & Safety.

•Be fully conversant with:

oRegulations

oRisk Assessments for your department

oHotel Fire & Bomb Procedures 

Other

• The above description is not to be regarded as exhaustive. Other tasks and responsibilities of a broadly comparable nature may be added on a temporary or permanent basis, as appropriate.

•As the hotel’s level of business varies considerably, there is a need for flexibility in attitude, approach and working hours.