Sales/marketing Coordinator: Hospitality: Wine

3 months ago

Stellenbosch, South Africa Viv Gordon Placements Full time

We have a wonderful hybrid opportunity for a Junior to Mid-weight Sales/Marketing Coordinator to join the fantastic team at a renowned Stellenbosch wine, food & lifestyle destination. As Sales/Marketing Coordinator you will provide administrative and logístical support to the Sales Team; ensuring a positive, open communication flow environment and assisting the team to make sure that their individual reports are done timeously.

**Responsibilities**:

- Keep promotional materials ready by coordinating requirements and ensuring sufficient stock available for workshops, internal use, etc. Ensure all sales enquiries are handled professionally and timeously i.e., rates and hotel information
- Minute taking in all revenue meetings & book the venues for meetings
- Coordinating all revenue meetings timeously
- Send out and update STO, Corporate and FIT contracts to clients as per agreement. Please also ensure that all information is available on Opera system
- Maintain and update Sales database; assist with all sales administrative tasks like reports from Opera for sales meetings and strategy meetings
- Distributing & recording all FIT/Group Rates - Opera, Excel spreadsheet, etc.
- Book accommodation for sales executives’ sales trips (normal or barter accommodation)
- Book sales workshops as per the Sales team, update sales and marketing year planner and internal sales year planner board
- Listing Sales Activities unto Opera of the Sales Executives - monthly reports
- House accounts - reconciliation - weekly
- Handling comp/site inspection/collaboration / educational stayover requests, and the bookings thereof
- Assisting all Tour Operator’s brochure contribution content & Corporate content, arrange payments - liaising with Marketing Executive.
- Liaising with Finance department regarding all Sales and Revenue department purchasing order numbers, update invoices etc. and see that all payments are done for the department on time.
- Processing of sales monthly / weekly claims as per request.
- Ordering and couriering wine for sales trips and workshops.
- Do research for any marketing related topics if required.
- Keep records of the wine stock.
- Assist with booking client meetings for the sales team when needed
- Ad hoc duties as required.
- Creating manual prize letters as per internal requests.
- Barter redemptions
- Be familiar with and adhere to company and departmental policies and procedures.
- Team player, able to convey information to colleagues’ while being mindful of tight operational deadlines.
- ‘Live and breathe’ the ethos of the brand, inspiring a passion for - and sharing knowledge of - the brand, our sustainable business practices and all the services and products we have on offer.
- Maintain effective and positive working relationships with team members and other operational/support areas.
- Maintain a positive work environment through compliance with quality and operational standards and great teamwork

**Requirements**:

- Tertiary Degree/Diploma (or similar) - valuable
- At least 3 years’ administrative experience with knowledge of travel and trade conference industry
- Positive client orientation
- High degree of organisation and attention to detail
- Strong numeracy and time management skills essential
- Excellent written and verbal communication skills (English), other languages - advantageous
- Competent working knowledge of Word, Excel, Outlook, Opera PMS: Sales and Catering (or other Hotel Management Systems)
- A committed team member, willing to cooperate with others
- Flexible and willing to ‘go the extra mile’
- Able to work occasional shifts
- A vibrant and responsible approach with a cheerful and service-oriented outlook.
- Administration skills: Manage administrative tasks with precision, ensuring details are correct and information is relayed to the correct person
- Work standards: Assume responsibility and accountability for completing assignments or tasks; constantly look for opportunities to improve work processes and results; accomplish tasks by considering all areas involved; accurately check processes and tasks
- Communication: Interact with others in a warm, friendly, and understandable manner, convey information effectively and efficiently
- Problem solving: Resolve difficulties (e.g., angry guests) in an effective and professional manner, getting help as required
- Service orientation: Identify and be attentive towards the needs of guests/ callers; display commitment and motivation towards pleasing them
- Brand knowledge: Knowledgeable with regards to all products, services, offerings, and people; able to present the correct information in a concise manner
- Positive work attitude: Deal with tasks in a positive and energised manner and seek opportunities for more responsibility. Able to work effectively with minimum supervision and take independent action. Demonstrate accurate self-assessment and admits mistakes, initiating own corrective courses of action.

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