Job Responsibilites
- The Coordinator performs his/ her duties within the framework defined by hotel norms and by internal regulations as supervised by the Head of Department
- Ensure smooth running operation of the Division’s administrative functions.
- Co-operate with all departments for smooth running operation.
Administration
- Assists the Head of Department in organizing the filing system of the Division.
- Ensures that the stock of stationery items is accounted for and well maintained.
- Organises the recording system for all in-coming and out going correspondences.
- Handles all typing work required.
- Assists in the dispatch and collection of correspondence in hotel.
- Takes minutes of meetings.
- Ensures the cleanliness of the office.
- Handles all incoming telephone calls and take messages and follow up.
- Prepares & check all incoming communication message such as facsimile and email messages.
- Assists in the packing of materials when required, eg. Hotel brochures, sales kits etc.
- Issuing on a monthly basis for a further details and status of residential meeting groups to sales persons, so that if confirmed correct information to be re-entered, if cancelled such space can be released.
- Updates production reports monthly, quarterly and yearly.
- Ensures that all complaints are reviewed and investigated by Director of Sales & Marketing and follow-up action is initiated by Sales persons.
- Closely co-ordinate and submit all require correspondent.
Technicial Reponsibilities
- Be familiar with the operation and application of the hotel’s computer/data processing system and make sure client’s database is updated.
- To keep all activities as a record such as Incentive Program, Party or sales blitz.
Commercial Responsibilies
- Keeps himself/herself well informed about the operations especially in key departments (Front Office, Housekeeping, F&B, Banqueting etc.)
- Sets, in conjunction with the Head of Department, currents rates as charged by the hotel.
- Closely observes matters pertaining to competition (sites, prices, services offered on a regular basis – quarterly or more often if need to be).
- Promotes the hotel as often as possible through entertaining, conduction, site inspections, presentation etc., of the hotel.
- Be updated with hotel promotion, information related.
Coordinator Responsibilities
- To pay visits to potential accounts in view of entering contracts with them, especially commercial accounts.
- Defines precisely guest requirements and ensures that the guest services offered corresponds effectively to their requests.
- Provides after-sales service and in particular to ensure all guests complaints are taken seriously and discussed with the respective departments if necessary.
- Receives in the hotel any important guests whom he has approached.
- To issue and confirm proposals in writing as a record.
