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Marketing Coordinator

  • , United Arab Emirates
  • Unspecified

Job Purpose

This is an administrative and proactive role that supports the Marketing and sales team responsible for driving Meeting Rooms, Cinema and Events business to the hotel.

The position also calls for a high degree of proactivity in task coordination in addition to negotiating & closing business opportunities in the absence of the Manager.

Nature and Scope of Position

Coordinate Sales and Marketing Department’s administrative functions & also assisting in handling confirmed events, meeting rooms, F&B events and groups as solicited by the proactive sales account managers /marketing manager/ operations manager.

Principle Accountabilities 

  • Attends daily morning briefing at 9.30am
  • To ensure sensible and effective use of the telephone
  • That all incoming calls are promptly answered according to Media One Hotel Standards
  • That all calls are screened, dealt with in an appropriate and efficient way.
  • That all messages are recorded and passed on to the relevant star/department.
  • Calls designated industry sector companies, organizations and associations as per the assigned business sector/geographical regional area defined by the Senior Sales Manager/Marketing Manager/Ops Manager
  • Lobby management during VIP arrivals and VIP client gatherings in conjunction with Senior Sales Manager/Marketing Manager/Ops Manager
  • Assist in typing rate proposals, letters, memos etc. and ensure that copies are dispatched to appropriate departments or individuals as and when required
  • Scheduled filing of appropriate files is religiously followed.
  • To be responsible for and to maintain company equipment.
  • To ensure that all mail is dealt with promptly manner.
  • Receive incoming mail and distribute to the appropriate stars.
  • Systematically manage the mailing of correspondence, letters and send international / local messages through e-mail or fax.
  • To process essential documentation and to provide adequate supplies of stationery for the department
  • Compile an alphabetical promotion rate file for corporate companies and travel agencies.
  • Complete projects delegated by Marketing Manager/Ops Manager
  • Assist in updating the client database regularly and provide the necessary information on new accounts generated a monthly basis to the Senior Sales Manager to ensure accuracy of the monthly production report.
  • Coordinate tour requirements for FAM tours, Groups, Comp invites, entertainer invites, etc. This includes visit itinerary if requested by Senior Sales Manager/Marketing Manager/Ops Manager.
  • Ensure that management/daily reports are circulated to team members.
  • Maintain strict confidentiality of special information passing through the office.
  • Circulate information such as BEO’s, Group Resumes and as assigned to all concerned.
  • In the absence of the Senior Sales Manager, handle/oversee groups & meeting room segment. Attend the weekly BEO meeting and ensure all reports required during that meeting are up-to-date.
  • Help prepare giveaways and promotional literature for exhibitions and overseas sales trips etc.
  • Assist in maintaining stock, order and control of gifts and giveaways.
  • Host prospective clients when they visit hotels if advised by Senior Sales Manager/Marketing Manager/Ops Manager
  • Constant coordination with operations team and Restaurant team when it comes to meeting of the day and their requirements
  • To make sure all the meetings of the day are set and appropriate signage displays
  • To coordinate with certain team for any birthday inquires for the Screening Room
  • To send every Thursday an update of all meetings for the upcoming week and if any updates/changes to keep the team promptly informed
  • To constantly engage guests & clients when in contact ensuring all positive experiences and reviews are put on Trip Advisor.
  • To ensure commitment in consistently promoting the Media One promotions


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