Cinderella Media Group Recruit.com.hk
Recruit Ref: L045111304
Posting Date: 2020-07-15
衛成貿易(香港)有限公司
Sales and Marketing Coordinator

JOB OVERVIEW:

  • The Sales and Marketing Coordinator is responsible for supporting the Director of Sales and Marketing, Sales Managers and Catering Manager through the implementation of sales programs.

REPORTS TO: Director of Sales and Marketing

KEY RELATIONSHIPS:

  • Internal: Front office team, Sales and Marketing team, Reservations Team, Housekeeping, all Resort Managers and Executive Offices.
  • External: Resort & Resident guests/visitors, the Owners, Travel and Tour Company Representatives and meeting planners.

QUALIFICATIONS

Essential:

  1. High school graduate.
  2. Fluency in English. Spanish fluency is preferred. Strong written, verbal and non-verbal communication.
  3. Experience with Microsoft Office (Word/Excel/PowerPoint)
  4. Experience with Photoshop
  5. 5.5 working day
  6. Ability to:
  • Perform job functions with attention to detail, speed and accuracy.
  • Prioritize and organize.
  • Be a clear thinker, remain calm and resolving problems using good judgment.
  • Follow directions thoroughly
  • Understand guest’s services and needs.
  • Work cohesively with co-workers as part of a team.
  • Work with minimal supervision.
  • Maintain confidentiality of guest/resident information and pertinent resort data.

Desirable:

  1. College degree.
  2. Experience with SMS (Springer Miller), Property Management System and SalesForce, Sales and Marketing Management Software.
  3. Previous experience in hospitality industry.

PHYSICAL ABILITIES

Essential:

  1. Exert physical effort in transporting 5 to 20 pounds.
  2. Endure various physical movements throughout the work areas.
  3. Reach 12 inches.
  4. Remain in stationary position for 6-8 hours throughout work shift.
  5. Satisfactory communicate with guests, management and co-workers to their understanding.

ESSENTIAL JOB FUNCTIONS

  1. Prioritize assignments.
  • 1st Priority – Answer all calls and client requests
  • 2nd priority – Assist Directors and Managers who will help prioritize other assignments - while assisting all managers, first priority is to assist the DOSM in tasks

       2. Provide administration assistance to Directors/Managers

  • Answering all calls within 3 rings and distribute messages. (Take full details on message pad regarding the message. i.e.. Full name, company name, telephone #, and territory)
  • Return messages within 2 hours.
  • Facilitate all hotel inquiry requests, faxes, mail, copying, filing systems, mailings, etc.
  • Respond to all incoming e-mails same day. Any client e-mails and other urgent e-mails must take priority. Always copy the appropriate Sales Manager
  • Organize e-mails by folders and only keep outstanding e-mails in inbox.
  • Do not delete e-mails unless very clearly spam or advertising.
  • Read thoroughly all emails that you are copied on so that you are familiar with a given situation when anybody in the team is absent.
  • Use Group & Catering inquiry forms for all incoming requests
  • Follow up on immediate assistance requests. Take Ownership (i.e. when organizing transfer, you must follow up with concierge to ensure that it was completed. The same thing applies to reservations in regards to confirmation numbers). Record all information collected in SalesForce, helping to ensure that the database is kept up to date and current.
  • Update sales collateral inventory monthly
  • Prepare sales kits (Acqualina folder with fact-sheet, resort & spa brochure) and keep collateral material updated
  • Prepare VIP Arrival E-mails as directed by Managers/DOSM, ensure that Reservations are noted appropriately, and GRMs, IRD, Accounting, and the Sales Manager responsible for the amenity are all aware. Written back up with the Sales Manager copied is essential to auditing the GL at the end of the month.
  • Assist with creation of email blasts to partners, sales database, as well as the generation and maintenance of lists needed by Sales and Marketing for these blasts.
  • Own PR articles and communicate newsworthy articles to the sales and reservation teams during Monday morning meetings.
  • Forward calls to another person when going to lunch
  • Inform DOSM where you are at all times

        3. Incoming Sales and Catering Requests

  • Facilitate all sales and catering requests by qualifying inquiry received via phone, internet or Acqualina website within two hours of the lead being received and ask for the business.
  • Respond to inquiries with proposals and collateral as needed.
  • Record and log each lead in Salesforce as an opportunity, associated to the correct account type, and contact, creating both accounts and contacts where needed. All information obtained is useful and should be noted on the opportunity tile.
  • Assist with the creation of contracts and sending them to clients when needed, after receiving approval in writing from the DOSM

        4. Social Media and Partner Marketing Placement

  • Create a list of most important accounts (by reviewing A, B and C accounts with sales managers) and identify opportunities to get marketing placement in their websites/social media/direct marketing.
  • Develop a relationship with marketing teams at key accounts, and through the relationship secure marketing placement
  • Create and maintain a list of key social media influencers in the Travel Trade industry, relaying which are the opportunities and attempt securing posts of Acqualina.
  • Develop a relationship with Leading Hotel’s PR team to uncover opportunities within the travel trade.
  • Review Virtuoso.com and ensure Florida-based advisors have been invited to visit the hotel; Celebratory specialists are targeted for Weddings and Events; Family specialists are targeted with Family offerings and updated on Acqualina’s features; Romance specialists are targeted with couple offerings at Acqualina
  • Create a database of Virtuoso Chairman Committee Member’s birthdays, and reach out in advance to invite for a stay at Acqualina, to celebrate the special date at the resort.
  • Uncover who are the writers for Virtuoso Magazine and create a relationship to garner media exposure by sending news from the property.

        5. Processing Contracts

  • Scan signed contract and file in appropriate folder on the Shared Drive.
  • Log information in Salesforce including the processed contracts and schedule all payments due.
  • Follow up on outstanding payments and rooming list
  • Offer assistance for all meeting planners in regards to planning
  • Complete the Group Checklist to be provided to the Sales Manager responsible to the group to add to the group’s hard file. Save digital copy in the appropriate location.

       6. OTAs

  • Daily Monitor Google results of “Acqualina” and send findings to DOSM and Revenue Manager
  • Manage Expedia & Booking.com’s extranet by adding new images on monthly basis. Images should be taken from the approved options in the share drive

       7. Assisting with Sales Trips

  • When necessary assist with organizing appointments, confirming airfare, rental car, and hotel arrangements. Process detailed itinerary
  • Shipping Collateral – Organize the proper collateral to be shipped and ensure that it arrives on time. Create necessary flyers, obtain necessary collateral from ESPA and Housekeeping, and organize giveaways.
  • Assist with sales trip follow up – Scanning of business cards, updating & uploading information in Salesforce, Thank you follow up communication, maintaining database lists accurate.
  • Expense Reports – Expense reports should all be completed before the end of the month, or within 1 days of receiving expenses. (Hotel expenses will need to be broken down into proper accounts)

        8. SalesForce Responsibilities

  • Act as Sales Force Key Operator and assist with custom reports
  • Record all activities and schedule the proper follow ups
  • Produce weekly GRC from SalesForce/Daylight and print copies for Monday morning meetings and as needed.
  • Create, Edit and Remove contacts in SalesForce as needed.
  • Add revenue consumed by account to SalesForce monthly
  • Manage contacts and accounts ensuring Account Type and Sub-Type are accurate for email communication
  • Ensure all EU accounts and contacts are duly marked “no e-mail” unless explicit authorization has been given by the contact. Log in the authorization in SalesForce as a backup.
  • Insert 500 Virtuoso contacts to SalesForce weekly until database mirrors Virtuoso’s database. From the onwards, update database in SalesForce according to Virtuoso updated rosters
  • Update TravellerMade’s contact in SalesForce according to updated roster from TravellerMade
  • Upon receiving Partners updates, ensure Database is properly updated

        9. Maintain account file system

  • Keep all corporate groups, social and wedding folders organized.
  • Each Sales manager has their own filing system at this time.

       10. Site Inspections

  • Coordinate all site inspections, when assistance is needed, related to Media, Groups, Social Catering, Travel Partners and must be able to jump in and conduct site inspections when needed.
  • Send out email alert to Acqualina staff members the day prior to the site inspection highlighting who the client is and reason for site inspection.
  • Ensure rooms are clean, lights and AC are on, prior to client’s arrival for the site.
  • Provide details on the site inspection. Update SalesForce accordingly.

Interested parties please press APPLY below together with your detailed resume and expected salary.  (E-mail: ritalo@riseuphk.com)

(Personal data collected will be used for recruitment only)


Summary
Industry:
Trading 
Job Category / Function:
Job Position Level:
General 
Employment Term:
Full Time 
Min. Edu. Level Req:
F.7 / HKAL 
Total Working Exp:
-- 
Salary(HKD):
--
Benefits:
--
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