Sales & Marketing Secretary

PRIMARY OBJECTIVE:
Act as Personal Assistant to the DOSM providing secretarial and administrative support.
Co-ordinate and arrange all activities relating to the Sales and Marketing office. Liaise with Executive Committee, Department Heads, and Staff of the Hotel.
The Sales & Marketing Secretary will be required to conduct their duties in a courteous, safe and efficient manner, in accordance with the hotel's policies and procedures, ensuring that a high level of service is maintained.
DUTIES & RESPONSIBILITIES:
1. Co-ordinate day to day operations of the Director of Sales and Marketing.
2. Provide support to Sales team with proposals and contracts in a professional and timely manner.
3. Maintain & update database for Sales and Marketing.
4. Demonstrate effective verbal and non-verbal communication skills.
5. Demonstrate effective communication in promoting Marriott products & service.
6. Co-ordinate familiarization activities.
7. Compile daily and monthly reports.
8. Assist in translating documents for the DOSM.
9. Provide & update hotel information internally and externally.
10. Organize, co-ordinate and conduct site inspections.
11. Assist in arranging necessary documents for DOSM when going on business trips.
12. Coordinate with Human Resources department to prepare all required documents for Visa, Work Permit, Temporary Residence Card submission and working with other departments to submit required documents for expat Sales & Marketing team members when needed.
13. Perform the jobs or projects assigned by DOSM.
14. Apply problem solving to your area.
15. Maintain and update files, correspondences & other relevant business documentation.
16. Control and order supply of hotel brochures, fact sheets, sales kits, press kits, hotel slides and other collaterals at all times.
17. Check & keep stock of office stationary and give-away stocks.
18. Prepare Purchase Requests/Stores Requisitions.
19. Verify timesheets for Sales and Marketing Dept.
20. Ensure the office is clean and well organized.
21. Utilize computer applications to perform the tasks requisitions.
22. Prepare typing and translation for facsimile or mail to customers.
23. Make appointments & remind Dept. Managers when they are due.
24. To develop and maintain good relations with customers and other departments.
25. Handle all mailings for Sales and Marketing Depts.
26. Observe corporate policies & procedures.
27. Maintain a professional appearance.
28. Maintain confidentiality of proprietary materials and information.
29. Protect the privacy and security of guests and coworkers.
30. Follow company and department policies and procedures.
31. Anticipate guest's needs through observation and offer prompt, efficient service either personally or through effective communication with other associates.
32. Align working practices and conduct with Sheraton Saigon Grand Opera Hotel' Vision; consistently strive to meet and exceed the expectations of both internal and external guests.
33. Uphold the company's cares culture by demonstrating the Marriott Standards at all times to guests and fellow associates.
34. Align working style, working practices and conduct with Saigon Grand Opera Hotel's Vision, Corporate Values and policies. To comply with Sheraton's Code of Conduct at all times.
35. Completely understand, implement and ensure adherence to Local Labor Laws and Sheraton policies.
36. Be well versed and knowledgeable of Sheraton Fire and Evacuation procedures as well as health and safety requirements in the Workplace. Ensure associates are aware of their duty of care as determined by legislation and that they maintain complete familiarity.
37. Undertake additional duties as requested by the Department Manager and Hotel Management.
To summarise, it is not the intention of this Job Description to limit the scope or responsibilities of the above-mentioned, but to highlight the most important aspects of your position. It is essential that all associates are committed to their jobs and the success of the enterprise, and maintain a willingness to accept total flexibility of jobs and duties throughout the hotel.