Maintain knowledge of all hotel services/features and hours of operation
Keep full awareness and comply with all hotel and departmental policies and procedures
Maintain complete knowledge in the use of all office equipment, computer and manual systems.
Access all functions of computer according to specifications
Set up work station with necessary supplies and resource material; maintain cleanliness throughout shift
Complete supply requisitions and submit to DOSM
Answer telephone within three rings, using correct salutations and telephone etiquette.
Handle inquiry calls according to departmental procedures.
Qualify space requests by obtaining pertinent information required and transfer caller and information to the sales manager.
Record messages legibly and completely; ensure proper distribution of messages
Make telephone calls to specified individuals as requested by the sales manager
Establish and maintain filing system procedures; prepare new client files
Retrieve and distribute departmental mail
Prepare and send faxes; receive and distribute faxes to appropriate personnel.
Make photocopies and process as specified
Attend designated meetings, take minutes, transcribe and distribute
Type correspondence, contracts and any other reports requested by HOD
Submit all contracts to Director of Sales and Marketing for review and approval
Send thank you letters and client evaluation sheet at the conclusion of each meeting
Administrate, update and operate payroll functions and attendance sheet for the department.
Maintain a professional attitude appearance at work and when representing the hotel.
Full compliance with Sales Service Standard.
Produces, implements and monitors action plans to ensure Business Plan objectives are achieved.
Takes the overall responsibility for performing secretarial and office duties (filing, scheduling, channeling information, word-processing, etc.) for Director of Sales & Marketing
Handles and manages all administrative matters for the day-to-day sales activities within the sales office, being familiar with the major relevant Millennium Hotels & Resorts standards relevant to the area of responsibility as well as the local/domestic policies and procedures
Establishes and adheres to a proper filing system within his office according to the Director of Sales & Marketing.
Maintains a proper business correspondence, memoranda, reports and forms, including those of confidential nature.
Maintains a filing system for divers data, memorandum and correspondence including proposals and contracts to be sent out
Takes minutes of meetings and transcribes dictation from DOSM.
Answering and channeling phone calls, arranging and reminding appointments for DOSM.
Receives and screens office callers and visitors schedules and sets up appointments.
Receives, and sorts all incoming mail, dispatches outgoing mail.
Coordinates hotel collateral, direct mail campaign and incoming and outgoing mail.
Maintains and update client’s lists.
Makes sure that all memos are channeled through the office in order to check the “copies to”.
Keeps trace for daily briefings regarding follow-up and important information to be prepared for the Director of Sales & Marketing.
Is familiar with all related company Corporate Design (CD) matter (frames, fonts, logos, etc…)
Demonstrate complete understanding and awareness and adhere to all company policies and procedures as well as the company’s emergency and evacuation procedures.
Comply with the company’s corporate code of conduct.
Carry out any other reasonable duties and responsibilities as assigned.
Provide courteous and professional service at all times.
Respond to changes as dictated by the Industry, company and/or hotel.