Sales Coordinator

Company Description

Vivari is about excelling in every interaction and exceeding every expectation. Vivari Hotel and Spa is a distinctively different destination that defies all expectations, offering discerning guests an integrated approach to complete wellness, from the tranquil setting to the rejuvenating therapies, to the beauty theatre. Rooted in the spirituality of Sanskrit mythology, Vivari is a soulful expression of holistic upliftment that promises to provide each guest with an entirely unforgettable experience.

Set within an exquisitely expansive, tranquil eco-estate in Mogale City, mere kilometres from the Cradle of Humankind, Vivari Hotel and Spa is a serene sanctuary that has been magnificently curated to deliver the most superior service, luxurious settings, aesthetic excellence and exceptional experiences. We pride ourselves on offering our guests leading aesthetic treatments in a most luxurious setting.

We are proud to pioneer an entirely new concept in the South African travel industry – medical tourism. We are driven to provide guests with an unparalleled experience in medical tourism, professional cosmetic surgery and unique hospitality services using a well-motivated and highly expert team and innovative medical technology. The hotel provides the perfect post-operative setting to rest, recover and reconnect.

We pride ourselves on our intuitive approach to our guests’ well-being, adopting a holistic approach to achieving a harmonious ambience and holistic wellness. The state-of-the-art spa, theatre and restaurant facilities immerse guests within a restful, sophisticated space to relax, work, feast and rejuvenate unlike any other.

Job Description

Scope of Position:

A detail-oriented sales coordinator to contribute to the achievement of monthly targets by supporting the banqueting manager and sales team, coordinating sales and banqueting site inspections, and maintaining good customer relationships. The sales coordinator's responsibilities include supporting sales, ensuring client satisfaction, coordinating with other departments, problem solving, handling administrative duties, and sending out quotations timeously.

Sales Coordination:

• Reporting to the Banqueting Manager they will assist in improving the teams productivity by contacting customers to arrange site inspections and ensuring all Sales Representatives have high-quality, up-to-date support material as and when required.
• Handling urgent calls, emails, and messages when sales manager is unavailable, answering customer queries, informing them of delays, issuing quotes, and scheduling and assisting with site inspection.
• Following up on quotes and assisting with conversion.
• Collaborating with other departments to ensure sales, marketing, queries, and events are handled efficiently.
• Developing and maintaining online filing systems so as to maintain sales records, prepare reports, and provide financial information to the finance department.
• Preparing a function sheet and coordinating precon and post events.
• Making the company's services as attractive to potential customers as possible.
• Ensuring adherence to laws, regulations, and policies.

Operational duties:

• Maintain a thorough knowledge of the room locations, types of rooms, package plans and all hotel facilities.
• Conduct regular walk about and site inspections to familiarize with current hotel operational standards. Report any concerns to the Banqueting Manager.
• Be available to assist with site inspections for potential clients.
• Be available during busy periods to oversee events, which may be over weekends or late evening.

Health & Safety:

• Notify your Manager of any reason you may not be capable of performing your tasks safely.
• Participate in workplace consultation on matters pertaining to Workplace Health and Safety, as per the hotels agreed arrangements.
• Comply with safe work practices by following Accor Health, Safety and Environment policies, including the use of safe manual handling techniques, safe use of hazardous chemicals and machinery, working at heights procedures, using protective clothing and safety equipment where available and necessary.
• Maintain standards of hygiene for food handling and presentation as prescribed by council / legislative regulations.
• Be fully conversant with departmental fire and evacuation procedures.

Systems & Procedures:

• Log and inform your Manager of any system problems. Suggest any improvements that could be made to improve existing systems and procedures.
• Follow policies and procedures outlined in the Accor Brand Standards Manual, Departmental Service Standards / Procedures Manual and Accor Policy Manuals.
• Complete all duties and ensure a concise hand over.

Guest service and Employee Relationships:

• Always Recognize and greet the guests first.
• Respond to any reasonable tasks as assigned by superiors.
• Provide efficient, friendly, and professional service to all guests.
• Guest needs and requests are anticipated and acted upon immediately in an efficient manner.
• Lead by example when attending to guest requests.
• Take initiative to ensure that interactions with our customers (internal or external) are positive and productive.
• Treat customers and colleagues from all cultural groups with respect, sensitivity, and transparency.
• Take every opportunity to be a “salesperson” by active selling of special promotions and facilities available within the Hotel.
• Implement the Accor values and Accor customer vision to ‘Offer the Best Service to Our Customers’.

Environmental and Social Responsibility:

• Work closely with the hotel in participating where possible in community-based projects.
• Maintain awareness of new initiatives and the continuously growing social economic Program of the hotel.
• Participate and actively control all forms of waste and ensure accurate recycling of all glass, papers, plastics, aluminum, and steel form all areas to waste.

General and other Duties:

• The above listed criteria identify the key areas of responsibility of the position and are not all-encompassing description of duties and tasks.
• The position required the employee to perform tasks in any area of the hotel as requested by Management from time to time.
• Abide by Accor policy on EEO and Harassment in the workplace.
• Ensure wherever possible that employees are provided with a workplace free of discrimination, harassment, and victimization.
• Ensure security and protection of Guests the belongings as best possible.

Qualifications:

• Proven experience (2+ years) in a Sales coordinator or Banqueting coordinator or administrative role in the Hotel industry field.
• Experience in Opera is essential.
• Strong organisational skills with the ability to manage multiple tasks and priorities.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite, particularly Excel and ability to learn new systems quickly.
• Experience with Customer Relationship Management (CRM) software.
• Demonstrated ability to work efficiently and meet deadlines.
• Bachelor's degree in Hotel Management, Business Administration, Marketing, or a related field (preferred).
• Ability to work collaboratively in a team environment.
• Fluency in English languages is essential.

Should you not hear from the hiring team within one week, consider your application unsuccessful.