Rotana Hotels & Resorts - Sales Coordinator

Roles and Responsibilities

We are currently seeking passionate and dynamic Sales professionals who pride themselves on their ability to deliver extraordinary levels of customer service and provide creative solutions to our guests.
As a Sales Coordinator, you are responsible for handling all the administrative requirements of the sales office, which involves maintaining an organized, systematic, and updated filing system to ensure easy accessibility to required data and to prevent loss of data from hardware. Key responsibilities include:

• Prepare and type sales team's offer letters, update the sales database system, and ensure it is reviewed and properly checked before handing it for signature.
• Compose letters, memos, faxes, and other mail on behalf of the Director of Sales and other executives.
• Maintain a prompt and accurate follow-up and trace system for all correspondences.
• Handle all incoming calls and guest inquiries in the absence of the sales team and channel them to the concerned parties if immediate action is required.
• Ensure that the sales month-end report is accomplished and submitted on time.
• Ensure that all correspondence and offers related to the sales team go out within a maximum of 24 hours.
• Communicate effectively at all levels, managing various administrative demands in a pressurized working environment.
• Ensure that all equipment is in proper working order and cultivate care for all equipment used.

Skills Education, Qualifications & Experiences
You should ideally have a college diploma and relevant previous work experience. Good computer skills and perfect command of English are a must; any additional language skills will be an asset.
Knowledge & Competencies
The ideal candidate will be courteous, able to work with minimal supervision, discreet, and capable of handling a high level of confidentiality. You should be self-motivated with a positive attitude, possess lateral thinking skills, and be able to undertake initiatives, along with an outgoing, charismatic, and approachable character. You will work well under pressure in a fast-paced environment and be a great team player with a concern for quality, while possessing the following additional competencies:

• Understanding Hotel Operations
• Effective Communication
• Planning for Business
• Supervising People
• Understanding Differences

A Sales Coordinator is a key support role within a sales team, responsible for ensuring the smooth operation of the sales process. This includes managing administrative tasks, coordinating between sales teams and clients, maintaining records, processing orders, and providing overall support to achieve sales targets. A Sales Coordinator is crucial for ensuring that the sales team has the tools, information, and resources needed to effectively close deals and maintain customer satisfaction.

Here's an in-depth overview of the Sales Coordinator role, covering key responsibilities, required skills, and potential career growth:

Key Responsibilities

• Sales Support and Administration :

  • Assist the sales team with administrative tasks such as preparing proposals, presentations, and reports.
  • Maintain and organize customer databases and sales records.
  • Handle correspondence, emails, and phone calls related to sales inquiries.
  • Manage the sales schedule, including appointments and meetings for the sales team.

• Order Management :

  • Process sales orders and ensure accuracy in order details.
  • Coordinate with internal teams (warehouse, logistics, finance) to ensure timely delivery and invoicing.
  • Monitor the progress of sales orders and ensure customer satisfaction throughout the process.

• Customer Relationship Management (CRM) :

  • Maintain accurate and up-to-date customer information within the company's CRM system.
  • Assist in managing and nurturing client relationships, addressing their needs and concerns.
  • Provide regular updates to clients on the status of their orders, deliveries, and services.

• Sales Reporting and Data Management :

  • Prepare regular sales reports, including tracking sales performance, revenue, and lead generation.
  • Analyze sales data to help the team identify trends, customer preferences, and potential opportunities for improvement.
  • Prepare forecasts and track the sales team's progress towards meeting targets.

• Coordination of Sales Events and Meetings :

  • Organize meetings, conferences, and client events to support sales efforts.
  • Coordinate logistics for trade shows, product launches, or promotional campaigns.
  • Ensure all event materials, presentations, and promotions are prepared in advance.

• Collaboration Across Departments :

  • Work closely with marketing teams to align sales activities with promotional strategies.
  • Collaborate with finance to ensure accurate billing, invoicing, and processing of payments.
  • Coordinate with the logistics team to monitor stock levels and ensure product availability for sales.

• Lead Generation and Prospecting :

  • Assist the sales team with identifying new leads and opportunities through market research.
  • Support the team in qualifying leads and setting up meetings with potential clients.