Sales & Events Administrative Supervisor

2 weeks ago

Abu Dhabi, United Arab Emirates Rosewood Hotel Group Full time

**Job Description**:
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**OVERVIEW/BASIC FUNCTION**:
To develop a set of systems to professionally organize the administration of the Rosewood Sales & Marketing operation, taking full account of Rosewood operating standards and to ensure that the management of databases, contracts, and operating files is in line with the best practice within the industry. To provide a seamless customer focused sales environment, where the customer is our central priority and our sales systems and effort reflect our passion to deliver world class customer service.**RESPONSIBILITIES**:

- Oversee the electronic and manual control of all sales related contracts, to ensure that all accounts up for renewal are properly identified and that contracts are maintained in a secure environment, with appropriate manual and that electronic back up is taken on a timely basis.
- Use Sales Force to update individual records and to provide reports on the request of the Director of Sales & Marketing.
- Professionally respond to customer and prospect enquiries to ensure a professional and responsive service is provided by the department. This service must be able to be provided at weekends and during vacation periods. A system will be required to roster team members to handle administration during weekends.
- Develop and amend PowerPoint presentation to reflect specific bespoke sales & events opportunities.
- Work with Opera to input new bookings and to check the reporting/ operating status.
- Ensure that standards of communication, both internal and external is conducted in polished well-structured English and the close attention is given to spelling and grammar.
- To prepare the formatting of monthly sales reports and marketing plans in accordance with the direction of the Director of Sales & Marketing.
- Review of competition (competitive set) website content on monthly basis.
- Involvement in the research and administration of the pre-opening business plans, annual business plans and a range of planning documents as defined by the Director of Sales & Marketing.
- All other administrative and project related duties to Sales, Marketing and Catering departments.

**OSHAD RESPONSIBILITIES**:
While at work, (and while on work premises) an associate shall:
- Take reasonable care of their own health and safety.
- Take reasonable care of the health and safety of a person and the workplace, that may be affected by their acts or omission at work;
- Cooperate with full compliance with Hotel’s developed OSHMS policies, OSHMS procedures & operational works instruction in order to protect the health and safety of the people.
- Report to immediate supervisor any situation which they have reason to believe could present a hazards and which they cannot themselves correct;
- Report all OSH incidents and work related injuries; and
- Not intentionally or recklessly interfere with or misuse anything provided (e.g. Equipment & machineries, PPE, etc.) at the Hotel’s workplace in the interest of health, safety, welfare or protection or management of the workplace.
- Participate in conduct of OSH related planning and implementation in order to achieve the Hotel’s OSH objectives, targets & program.
- Attend all training arranged by Hygiene, Health & Safety Manager such as OSH training, safety Induction, on the job training, tool box talks, etc.

**ACCOUNTABILITY**:

- Held accountable and committed whatever it takes to comply with the company’s OSHMS Policies, OSHMS Procedure, & Operational Works Instruction and any other relevant legislation applies within the organization.
- Held accountable to take care of his own health and safety, other person in the workplace that may be affected by their acts or omission at work.
- To report to his supervisor or respective Manager.

**QUALIFICATIONS**:

- Experience: Previous experience in Administration in a Hotel Sales Environment.
- Education: Preferred to Degree level / Diploma level acceptable.
- General Skills: Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co-workers as part of a team; work with mínimal supervision; maintain confidentiality of guest information and pertinent hotel data.
- Technical Skills: Strong administration and organizational skills, clear and precise use of written and spoken English, conversant with technology including Sales Force, Power point, Opera, Microsoft Office.

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