Events Administrative Supervisor

To develop⠀a set of⠀systems to⠀professionally⠀organize⠀the⠀administration⠀of the⠀Rosewood⠀Sales &⠀Marketing⠀operation,⠀taking⠀full⠀account of⠀Rosewood⠀operating⠀standards⠀and to⠀ensure⠀that the⠀management⠀of⠀databases,⠀contracts,⠀and⠀operating⠀files is⠀in line⠀with the⠀best⠀practice⠀within the⠀industry.⠀To provide⠀a seamless⠀customer⠀focused⠀sales⠀environment,⠀where the⠀customer⠀is our⠀central⠀priority⠀and our⠀sales⠀systems⠀and effort⠀reflect⠀our⠀passion to⠀deliver⠀world⠀class⠀customer⠀service.

RESPONSIBILITIES:

• Oversee⠀the⠀electronic⠀and manual⠀control of⠀all sales⠀related⠀contracts,⠀to ensure⠀that all⠀accounts⠀up for⠀renewal⠀are⠀properly⠀identified⠀and that⠀contracts⠀are⠀maintained⠀in a⠀secure⠀environment,⠀with⠀appropriate⠀manual and⠀that⠀electronic⠀back up is⠀taken on a⠀timely⠀basis.
• Use⠀Sales⠀Force to⠀update⠀individual⠀records⠀and to⠀provide⠀reports on⠀the⠀request of⠀the⠀Director⠀of Sales &⠀Marketing.
• Professionally⠀respond to⠀customer⠀and⠀prospect⠀enquiries⠀to ensure⠀a⠀professional⠀and⠀responsive⠀service is⠀provided⠀by the⠀department.⠀This⠀service⠀must be⠀able to be⠀provided⠀at⠀weekends⠀and during⠀vacation⠀periods. A⠀system⠀will be⠀required⠀to roster⠀team⠀members to⠀handle⠀administration⠀during⠀weekends.
• Develop⠀and amend⠀PowerPoint⠀presentation⠀to reflect⠀specific⠀bespoke⠀sales &⠀events⠀opportunities.
• Work⠀with Opera⠀to input⠀new⠀bookings⠀and to⠀check the⠀reporting/⠀operating⠀status.
• Ensure⠀that⠀standards⠀of⠀communication,⠀both⠀internal⠀and⠀external⠀is⠀conducted⠀in⠀polished⠀well-structured⠀English⠀and the⠀close⠀attention⠀is given⠀to⠀spelling⠀and⠀grammar.
• To⠀prepare⠀the⠀formatting⠀of monthly⠀sales⠀reports⠀and⠀marketing⠀plans in⠀accordance⠀with the⠀direction⠀of the⠀Director⠀of Sales &⠀Marketing.
• Review⠀of⠀competition⠀(competitive⠀set)⠀website⠀content on⠀monthly⠀basis.
• Involvement⠀in the⠀research⠀and⠀administration⠀of the⠀pre-opening⠀business⠀plans,⠀annual⠀business⠀plans and⠀a range of⠀planning⠀documents⠀as defined⠀by the⠀Director⠀of Sales &⠀Marketing.
• All⠀other⠀administrative⠀and⠀project⠀related⠀duties to⠀Sales,⠀Marketing⠀and⠀Catering⠀departments.

OSHAD RESPONSIBILITIES:

While at work, (and while on work premises) an associate shall:

• Take⠀reasonable⠀care of⠀their own⠀health and⠀safety.
• Take⠀reasonable⠀care of⠀the health⠀and safety⠀of a⠀person and⠀the⠀workplace,⠀that may⠀be⠀affected⠀by their⠀acts or⠀omission⠀at⠀work;
• Cooperate⠀with full⠀compliance⠀with⠀Hotel’s⠀developed⠀OSHMS⠀policies,⠀OSHMS⠀procedures⠀&⠀operational⠀works⠀instruction⠀in order⠀to protect⠀the health⠀and safety⠀of the⠀people.
• Report⠀to⠀immediate⠀supervisor⠀any⠀situation⠀which they⠀have⠀reason to⠀believe⠀could⠀present a⠀hazards⠀and which⠀they⠀cannot⠀themselves⠀correct;
• Report⠀all OSH⠀incidents⠀and work⠀related⠀injuries;⠀and
• Not⠀intentionally⠀or⠀recklessly⠀interfere⠀with or⠀misuse⠀anything⠀provided⠀(e.g.⠀Equipment⠀&⠀machineries,⠀PPE, etc.)⠀at the⠀Hotel’s⠀workplace⠀in the⠀interest⠀of health,⠀safety,⠀welfare or⠀protection⠀or⠀management⠀of the⠀workplace.
• Participate⠀in conduct⠀of OSH⠀related⠀planning⠀and⠀implementation⠀in order⠀to achieve⠀the⠀Hotel’s⠀OSH⠀objectives,⠀targets &⠀program.
• Attend⠀all⠀training⠀arranged⠀by⠀Hygiene,⠀Health &⠀Safety⠀Manager⠀such as⠀OSH⠀training,⠀safety⠀Induction,⠀on the job⠀training,⠀tool box⠀talks,⠀etc.

ACCOUNTABILITY:

• Held⠀accountable⠀and⠀committed⠀whatever⠀it takes⠀to comply⠀with the⠀company’s⠀OSHMS⠀Policies,⠀OSHMS⠀Procedure,⠀&⠀Operational⠀Works⠀Instruction⠀and any⠀other⠀relevant⠀legislation⠀applies⠀within the⠀organization.
• Held⠀accountable⠀to take⠀care of⠀his own⠀health and⠀safety,⠀other⠀person in⠀the⠀workplace⠀that may⠀be⠀affected⠀by their⠀acts or⠀omission⠀at⠀work.
• To⠀report to⠀his⠀supervisor⠀or⠀respective⠀Manager.

QUALIFICATIONS:

• Experience:⠀Previous⠀experience⠀in⠀Administration⠀in a Hotel⠀Sales⠀Environment.
• Education:⠀Preferred⠀to Degree⠀level /⠀Diploma⠀level⠀acceptable.
• General⠀Skills:⠀Must be⠀able to⠀perform⠀job⠀functions⠀with⠀attention⠀to detail,⠀speed and⠀accuracy;⠀prioritize,⠀organize⠀and⠀follow-up;⠀be a clear⠀thinker,⠀remaining⠀calm and⠀resolving⠀problems⠀using good⠀judgment;⠀follow⠀directions⠀thoroughly;⠀understand⠀a⠀guest’s⠀service⠀needs;⠀work⠀cohesively⠀with⠀co-workers⠀as part of⠀a team;⠀work with⠀minimal⠀supervision;⠀maintain⠀confidentiality⠀of guest⠀information⠀and⠀pertinent⠀hotel⠀data.
• Technical⠀Skills:⠀Strong⠀administration⠀and⠀organizational⠀skills,⠀clear and⠀precise⠀use of⠀written⠀and spoken⠀English,⠀conversant⠀with⠀technology⠀including⠀Sales⠀Force,⠀Power⠀point,⠀Opera,⠀Microsoft⠀Office.