S&M Coordinator

POSITION SUMMARY

This position requires business-level proficiency in both English and Japanese.

Perform general office duties to support Director of Sales & Marketing and duties in Sales & Marketing Division (e.g. filing sending emails typing faxing copying reports of Sales PowerPoint presentation and translation of English and Japanese). Prepare sales-related documents throughout the sales process (e.g. proposals contracts or banquet event orders). Promote awareness of brand image internally and externally. Gather materials and assemble information packages (e.g. brochures promotional materials). Use sales techniques that maximize revenue while maintaining existing guest loyalty to Bulgari Hotels & Resorts. Enter retrieve reconcile and verify information (e.g. commissions leads third parties) in software involved in the sales process. Answer guest questions about property facilities/services (e.g. hours of operation rates and room types packages promotions entertainment restaurants special events). Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests.
This positions basic work schedule is on weekdays to support overall S&M team tasks but monthly roaster might vary based on the department operation needs. Occasional duty on weekends and public holidays might occur as per DOSM or Department Head direction according to event operational situation.
Follow all company policies and procedures; ensure uniform and personal appearance are clean and professional; maintain confidentiality of proprietary information; protect company assets. Welcome and acknowledge all guests according to company standards; anticipate and address guests service needs; thank guests with genuine appreciation. Speak with others using clear and professional language; prepare and review written documents accurately and completely; answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Comply with quality assurance expectations and standards. Move lift carry push pull and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.

CRITICAL TASKS
Policies and Procedures
Maintain confidentiality of proprietary materials and information.
Protect the privacy and security of guests and coworkers.
Follow company and department policies and procedures.
Ensure uniform nametags and personal appearance are clean hygienic professional and in compliance with company policies and procedures.
Perform other reasonable job duties as requested by Supervisors.

Guest Relations
Address guests service needs in a professional positive and timely manner.
Anticipate guests service needs including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.
Actively listen and respond positively to guest questions concerns and requests using brand or property specific process (e.g. LEARN PLEASED Guest Response LEAP) to resolve issues delight and build trust.
Welcome and acknowledge each and every guest with a smile eye contact and a friendly verbal greeting using the guests name when possible.
Thank guests with genuine appreciation and provide a fond farewell.
Engage guests in conversation regarding their stay property services and area attractions/offerings.

Communication
Speak to guests and co-workers using clear appropriate and professional language.
Answer telephones using appropriate etiquette including answering the phone within 3 rings answering with a smile in ones voice using the callers name transferring calls to appropriate person/department requesting permission before placing the caller on hold taking and relaying messages and allowing the caller to end the call.
Prepare and review written documents (e.g. daily logs business letters memoranda reports) including proofreading and editing written information to ensure accuracy and completeness.
Talk with and listen to other employees to effectively exchange information.

Working with Others
Support all co-workers and treat them with dignity and respect.
Develop and maintain positive and productive working relationships with other employees and departments.
Partner with and assist others to promote an environment of teamwork and achieve common goals.
Primarily supports the Sales & Marketing team on weekdays with flexibility to work on weekends or public holidays when required

Physical Tasks
Move lift carry push pull and place objects weighing less than or equal to 10 pounds without assistance.

Sales Wedding Room Reservation and Marketing
Perform general office duties to support Sales & Marketing (e.g. filing sending emails typing sending outgoing faxes delivering incoming faxes copying opening or distributing mail Reports Presentations).

CRITICAL COMPETENCIES
Analytical Skills
Computer Skills
System of WORDS POWERPOINT EXCEL & Others related to administration management
Learning Interpersonal Skills
Team Work
Interpersonal Skills
Customer Service Orientation
Diversity Relations Communications
English and Japanese Language Proficiency
Communication
Listening
Telephone Etiquette Skills
Writing
Applied Reading

Personal Attributes
Dependability
Integrity
Positive Demeanor
Presentation
Initiative Organization
Detail Orientation
Time Management
Multi-Tasking
Planning and Organizing

PREFERRED QUALIFICATIONS
Education High school diploma/G.E.D. equivalent
Related Work Experience At least 1 year of related work experience
Supervisory Experience No supervisory experience is required