Job Description

JOB SUMMARY: We are looking for a socially focused team player who can operate proficiently in a technical and administrative environment and has a sense of urgency and high attention to detail, to support the administrative function of establishing and promoting strong bonds with suppliers on a professional level; as well as support the South African sales department with all administrative tasks and site inspections with trade contacts.



ORGANISATIONAL POSITIONING: o
Department: Sales o
Reporting to: Head of Sales o
Location: The Twelve Apostles Hotel Premises

MINIMUM EXPERIENCE OR QUALIFICATION:Grade 12 certificate; Diploma in Hotel Management or Sales and Marketing would be advantageous Must have at least 3 years hotel experience in a reservations or guest interfacing role; or 3 years administrative experience. Computer literate with working knowledge of Microsoft Office Outlook, Word and Excel Experience at operator level of a Customer Relationship Management System - exposure to Maximiser advantageous Experience at operator level of a Property Management System - exposure to Opera advantageous

o Highly presentable o Excellent command of the English language
o Solid English verbal and written communication skills o Able to work flexible hours, weekends and holidays

ADVANTAGEOUS EXPERIENCE AND QUALIFICATION DESIRED:Diploma in Hotel or Sales and Marketing Management Exposure to Opera advantageous Previous work experience within a tour operator role advantageous Knowledge of Sales Force CRM - advantageous


KEY PERFORMANCE OBJECTIVES:
To be a Red Carnation Hotel Ambassador by:
o actively living our company mission and values and striving to deliver on our promise of "No Request too Large; No Detail too Small" at all times o owning and practicing our "Top 12" Service Standards every day in every interpersonal encounter whether with guests, colleagues or suppliersensuring that you are familiar with, and adhere to, the Hotel's code of conduct as set out in the Employee handbook creatively seeking opportunities to surprise and delight our guests by actively listening to them and building positive relationships and emotional connections working together with your manager and team to be as effective and productive as possible by accepting constructive feedback and embracing all training and development opportunities made available to you being aware of the emergency evacuation, security and fire procedures of the Hotel and to be constantly vigilant of the health, safety and security aspects; and reporting any risks to the Health and Safety Chairperson and/or Security Manager to actively seize opportunities to minimise our carbon footprint by reducing wastage as much as possible without compromising on guest service standards to be happy in your work environment, to make constructive observations to improve working conditions and maintain a culture of teamwork and guest orientated service


To ensure that the Sales administrative support function is executed and to promote a strong bond with suppliers within the guidelines of RCH standards by:Ensuring harmonious relationships exist with other departments, suppliers and international sales managers by maintaining clear and prompt communication between all parties; and ensuring that all correspondence with clients reflects the professionalism of the company standard and enhances the relationships with key suppliers to Red Carnation Africa. To manage, issue and store collateral, gifting and promotional packs in accordance with Sales department procedures. To coordinate site-inspections at the Red Carnation properties, by actioning and confirming all related details, updating and sending out a weekly site-inspection forecast and at time conducting the actual site inspection; all in accordance with Sales department procedures. Responsible for the management and upkeep of the Hotel database contacts. Responsible for managing the diary of the Sales Manager including making and updating appointments in accordance with Sales Manager and client requirements; as well as ensure that the diaries of all the sales team are updated with internal communications; and where appropriate check and action Sales Manager's e-mails.

o Assist with booking travel arrangements for the Sales Team o Liaise with tour operators to ensure accuracy of brochure information and communicating such information to clients.
o To ensure that STO contracts are issued to key clients according to company standard and to update Sales Opera with the specific rates issued. o To ensure that the Red Carnation Africa Online Image Gallery is updated for Operator Tour Agents websites, send links and collateral as requested to clients when required.Responsible for the collating checking and distribution of Red Carnation Africa Incentive and Agency Statistics. Responsible for the drafting of Incentive Agreements, Value Add Agreements and Brochure Agreements for Red Carnation Africa in accordance with company directive's and policies Responsible for Tradeshow planning including; arranging Pre and Post stay offers for Agents, confirming stand set ups and graphics, setting up appointment schedules, logistically arrangements and follow ups.
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