Sales Coordinator

Company Description

Sofitel Al Hamra Beach Resort

Job Description

Oversee all administrative functions for the Sales & Marketing Department, ensuring tasks are completed accurately, efficiently, and on time

Sales & Marketing Administrative Support tasks:

• Collaborate with internal teams and external vendors to ensure timely delivery of projects.
• Prepare reports, dashboards, and presentations for senior management.
• Manage internal calendars for sales activities and marketing deadlines.
• Coordinate travel arrangements and meeting logistics for the sales & marketing team.
• Liaise between the client, sales & marketing, and operations team to ensure seamless execution of fam trips, hosted stays, meetings and sales entertainment events.
• Attend internal sales, marketing, and departmental meetings to take accurate and organized notes.
• Prepare and distribute meeting agendas, minutes, and action item summaries to relevant stakeholders.
• Track and follow up on action items, deadlines, and responsibilities discussed in meetings.
• Schedule and coordinate meetings, including room bookings, attendee invites, and technology setup (e.g., video conferencing).
• Maintain a shared digital archive of meeting notes and relevant documents for team reference.
• Keep the Sales Office organized, tidy, and well-stocked, while monitoring office supplies to minimize waste.
• Ensure all marketing materials and communications align with Sofitel’s luxury brand identity and guidelines.
• Implement and maintain an effective filing system (both electronic and manual) for department records and correspondence.
• Assist in the creation, implementation, and management of marketing campaigns to promote the hotel’s offerings across leisure, F&B, wellness, and events
• Support leisure segment sales operational/ administrative activities as required by the head of segment.

Payroll Support Tasks:

• Assist in collecting and verifying attendance records, shift schedules, and overtime hours for the sales and marketing team.
• Prepare and submit monthly timesheets or attendance summaries to the HR/payroll department.
• Track and maintain records of team leave requests (sick days, vacation, etc.) to ensure accurate payroll processing.
• Coordinate with HR to ensure new hires, promotions, or departures in the department are correctly reflected in payroll updates.
• Ensure timely submission of payroll-related documentation such as commission reports, bonuses, and incentive payouts.
• Maintain confidentiality and security of all payroll and personnel-related information.
• Liaise with the payroll or HR department regarding discrepancies, adjustments, or staff inquiries related to compensation

Budgeting & Expense Tracking:

• Maintain organized records of vendor invoices, payments, and contracts.
• Track marketing and sales expenses to ensure they align with the approved budget.
• Prepare purchase orders and ensure timely payment processing with the finance department.
• Help forecast sales figures and financial goals based on historical data and market trends.
• Assist with drafting and processing vendor/ supplier contracts, ensuring correct rates and terms are applied
• Organize and provide documentation for internal or external audits.
• Ensure adherence to company policies regarding financial transactions and record-keeping.
• Safeguard financial and client-related documents with the highest level of confidentiality.