Sales Admin (Local Only) - Hyatt House Kuala Lumpur Mont Kiara

Job description

Come and join us in our journey as we care for people so they can be their best! We believe that being your best is about being your true self - engaged, fulfilled and ready to take on the world.

We are currently looking for an experienced Host - Sales Administration to join us in this exciting journey with the first Hyatt House in South East Asia.

This position reports directly to the Director of Sales and General Manager.

An individual with an entrepreneurial spirit and a prominent member within the industry, you will be confident and driven in your approach. You are business savvy and are known for your ability to communicate and negotiate at all levels, are detail orientated and must be able to problem-solve with employees and guests. Must be able to manage multiple priorities in a fast-paced environment and be constantly hands on and ready to lend expertise within other departments of the hotel.

Hyatt House hotels and Hyatt Place hotels are part of the fastest growing segments within Hyatt in Asia Pacific. This is an exciting opportunity for a performance driven individual who wants to develop their career with Hyatt Hotels.

What we offer:

· Fun and exciting work environment

· Intensive training in area of specialization with customized personal learning plan

· Coaching and mentoring

· Exposure to various multitasking tasks

· Opportunity to participate in various leadership programs

· Participation in Hyatt’s programs and initiatives

Desired profile

Qualifications :

Key Qualifications & Duties:

Executive Office

· Co-ordinate and arrange activities accorded to the General Manager’s office

· Appraise GM of the day to day activities of the section

· Maintain the strictest confidentiality at all times on all matters

· Maintains item records and forms as required by the corporate management and policies.

· Maintain list of follow up for different division’s & departments in a logical manner. Seek updates & closure for follow up as per assigned dates.

· Coordinate with Leadership Committee & Department Heads on follow up.

· Coordinate in making & managing appointments for GM . Pro-actively book / organize meeting space & necessary equipment’s as required. Make tentative appointments so that time is blocked on calendar till meeting is confirmed.

· Provides administrative support to EAM Rooms; ensures the implementation of hotel policies, standards, and procedures as they apply to the administrative functions.

· Types, files, and upkeeps all private and confidential matters related to the department.

· Sets up a systematic and efficient filing system, both for hardcopies as well as all electronic data, that enables quick retrieval; ensures all files are kept up-to-date at all times.

· Prepares the relevant materials for all meetings attended by GM

· Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.

· Prepares reports, letters, memorandums, fax, outgoing mail etc as assigned by the General Manager whilst ensuring the strictest levels of confidentiality at all times.

· Types, takes dictation and minutes, draft letters, files and traces and composes correspondence.

· Ensures travel authorisation forms are fully completed and signed by the respective executive before handing over to the Director of Finance for signature.

· Checks and updates Leadership Committee & Rooms Division Managers leave plan for the year & attendance records in conjuncture with requirements for Human Resources.

· Maintains office organisation and maintenance whilst ensuring that all contracts and financial documents are safeguarded.

· Ensures that an efficient and accurate filing system, both manually as well as electronically is maintained at all times.

Administration

· Ensures that an efficient and accurate filing system, both manually as well as electronically is maintained at all times.

· Assist the DOS by managing the administration of the sales and marketing department

· Be well versed in Delphi/Nvision/Opera as these are critical tools that will be used to achieve sales performance of the hotel

· Maintains complete and supported records of all Sales Agreements, Contracts and Quotations for the hotel.

· Establishes an efficient trace File to ensure that all business booked is properly tracked.

· Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders

Customer Service

· Entertains and conducts hotel inspections to clients whenever required.

· Liaises and works closely with the related operation departments ensuring guest's requests and expectations are being met.

· Handles guest and employee enquiries in a courteous and efficient manner, reporting complaints or problems. If no immediate solution can be found, to ensure that the necessary follow-up is conducted in a timely manner.

· Maintains positive guest and colleague interactions with good working relationships.

Marketing

· Assists to conduct extensive competitor research and maintains excellent Product Knowledge of the Hotel.

· Be aware of community, business, political and social factors that may affect the hotel’s financial performance.

Operational

· Maintains a detailed knowledge of hotel facilities, features and services.

· Liaises and works closely with the related operation departments ensuring guests requests and expectation are being met.

· Prepares and ensures all Events Orders are distributed to concerned department on a timely manner.

Personnel

· Supports the implementation of The People Brand, demonstrating and reinforcing Hyatt’s Values and Culture Characteristics.

· Attends and contributes to all training sessions and meetings as required.

· Exercises responsible behaviour at all times and positively representing the hotel team and Hyatt International.

· Maintains strong, professional relationship with relevant representatives from competitor hotels, business partners and other organisations, especially travel agencies, local business groups and airlines.

· Reads the hotel's Employee Handbook and have an understanding of and adhere to the hotel's rules and regulations and in particular, the policies and procedures relating to computer resources, fire, hygiene, health and safety.

· Ensures high standards of personal presentation and grooming.

· Responds to changes in the Sales and Marketing function as dictated by the industry, company and hotel.

Other Duties

· Attends and contributes to all training sessions and meetings as required.

· Ensure high standards of personal presentation & grooming

· Carries out any other reasonable duties and responsibilities as assigned.

· Understand and agree that the hotel management reserves the right to add or remove clauses to these job descriptions.

· Carry out all other duties/tasks as instructed by the General Manager / Director of Sales that are within the parameters of Hyatt’s Values and Purpose.