Sales Coordinator

Vivari is about excelling in every interaction and exceeding every expectation.

Vivari Hotel and Spa is a distinctively different destination that defies all expectations, offering discerning guests an integrated approach to complete wellness, from the tranquil setting to the rejuvenating therapies, to the beauty theatre. Rooted in the spirituality of Sanskrit mythology, Vivari is a soulful expression of holistic upliftment that promises to provide each guest with an entirely unforgettable experience.

Set within an exquisitely expansive, tranquil eco-estate in Mogale City, mere kilometres from the Cradle of Humankind, Vivari Hotel and Spa is a serene sanctuary that has been magnificently curated to deliver the most superior service, luxurious settings, aesthetic excellence and exceptional experiences. We pride ourselves on offering our guests leading aesthetic treatments in a most luxurious setting.

We are proud to pioneer an entirely new concept in the South African travel industry – medical tourism. We are driven to provide guests with an unparalleled experience in medical tourism, professional cosmetic surgery and unique hospitality services using a well-motivated and highly expert team and innovative medical technology. The hotel provides the perfect post-operative setting to rest, recover and reconnect.

We pride ourselves on our intuitive approach to our guests’ well-being, adopting a holistic approach to achieving a harmonious ambience and holistic wellness. The state-of-the-art spa, theatre and restaurant facilities immerse guests within a restful, sophisticated space to relax, work, feast and rejuvenate unlike any other.

Scope of Position:

A detail-oriented sales coordinator to contribute to the achievement of monthly targets by supporting the banqueting manager and sales team, coordinating sales and banqueting site inspections, and maintaining good customer relationships. The sales coordinator's responsibilities include supporting sales, ensuring client satisfaction, coordinating with other departments, problem solving, handling administrative duties, and sending out quotations timeously.

Sales Coordination:

• Reporting to the Banqueting Manager they will assist in improving the teams productivity by contacting customers to arrange site inspections and ensuring all Sales Representatives have high-quality, up-to-date support material as and when required.
• Handling urgent calls, emails, and messages when sales manager is unavailable, answering customer queries, informing them of delays, issuing quotes, and scheduling and assisting with site inspection.
• Following up on quotes and assisting with conversion.
• Collaborating with other departments to ensure sales, marketing, queries, and events are handled efficiently.
• Developing and maintaining online filing systems so as to maintain sales records, prepare reports, and provide financial information to the finance department.
• Preparing a function sheet and coordinating precon and post events.
• Making the company's services as attractive to potential customers as possible.
• Ensuring adherence to laws, regulations, and policies.

 Operational duties:

• Maintain a thorough knowledge of the room locations, types of rooms, package plans and all hotel facilities
• Conduct regular walk about and site inspections to familiarize with current hotel operational standards.  Report any concerns to the Banqueting Manager
• Be available to assist with site inspections for potential clients
• Be available during busy periods to oversee events, which may be over weekends or late evening.

Health & Safety:

• Notify your Manager of any reason you may not be capable of performing your tasks safely
• Participate in workplace consultation on matters pertaining to Workplace Health and Safety, as per the hotels agreed arrangements
• Comply with safe work practices by following Accor Health, Safety and Environment policies, including the use of safe manual handling techniques, safe use of hazardous chemicals and machinery, working at heights procedures, using protective clothing and
• Safety equipment where available and necessary, maintaining a clean, tidy work environment, and any other safety practice promoted and required by the Hotel
• Ensure all equipment is kept in good working order and used only for the purpose for which it was intended
• Attend and actively participate in all WH&S training required of you by the Hotel
• Report any health or safety hazards, incidents and injuries to your Manager/Supervisor or Manager on Duty as soon as possible.  Hazards may include unsafe working conditions, equipment and machinery faults or damage, and other housekeeping or maintenance needs that may affect the safety or any person/s at the Hotel. Ensure that the appropriate documentation is completed correctly, such as the Injury / Incident Form
• Participate and contribute to the risk assessment process when requested by your Supervisor/Manager
• Work cohesively in conjunction with the hotel’s rehabilitation program, as required
• Maintain standards of hygiene for food handling and presentation as prescribed by council / legislative regulations
• Be fully conversant with departmental fire and evacuation procedures
• Ensure all equipment is kept in good working order and used only for the purpose for which it was intended. Report all broken or damaged departmental equipment to your supervisor and record on appropriate maintenance report form
• Contribute to cost control through energy conservation, correct storage of all materials and use of equipment per operating standards and manufacturers specifications

Systems & Procedures:

• Log and inform your Manager of any system problems. Suggest any improvements that could be made to improve existing systems and procedures
• Follow policies and procedures outlined in the Accor Brand Standards Manual, Departmental Service Standards / Procedures Manual and Accor Policy Manuals
• Complete all duties and ensure a concise hand over

 Guest service and Employee Relationships:

• Always Recognize and greet the guests first
• Respond to any reasonable tasks as assigned by superiors
• Provide efficient, friendly, and professional service to all guests
• Guest needs and requests are anticipated and acted upon immediately in an efficient manner. Requests outside area of authority are referred immediately to the appropriate personal and followed up on to ensure the Guest is ultimately satisfied
• Lead by example when attending to guest requests.  Show efficiency in constantly striving to provide Total Customer Satisfaction
• Take initiative to ensure that interactions with our customers (internal or external) are positive and productive, call the Manager on Duty if difficulties arise
• Work together with trust so that colleagues and management meet the goals of the department/Hotel
• Treat customers and colleagues from all cultural groups with respect, sensitivity, and transparency
• Take every opportunity to be a “salesperson” by active selling of special promotions and facilities available within the Hotel
• Implement the Accor values and Accor customer vision to ‘Offer the Best Service to Our Customers’
• Colleagues and superiors of the hotel are always dealt with in a polite and helpful manner. Ensure good relationships are always kept with colleagues and superiors and report any personnel differences that may threaten the cohesion of the team and colleagues
• Responsible for the acquisition and maintenance of all corporate/travel trade/leisure/government/niche/mice/international clients of the hotel
• Listen to clients’ requirements and present appropriately to make a sale, negotiate the terms of an agreement and closing the sale
• Cold call potential clients via telephone and emails and arrange meetings for new business
• Regularly attend/host events where top clients and new clients are entertained

Environmental and Social Responsibility:

• Work closely with the hotel in participating where possible in community-based projects
• Maintain awareness of new initiatives and the continuously growing social economic Program of the hotel     
• Assist with power and electricity usage by not having lights or any electrical appliance on that could be switched off when not in use
• Participate and actively control all forms of waste and ensure accurate recycling of all glass, papers, plastics, aluminum, and steel form all areas to waste
• Actively participate in all social development drives with local communities and initiatives
• Actively participate in the food & beverage waste program of the Hotel
• Reduce the use of paper by not printing unnecessarily and recycle used paper

General and other Duties:

• The above listed criteria identify the key areas of responsibility of the position and are not all-encompassing description of duties and tasks. The above criteria will be subject to ongoing review and adjustment
• The position required the employee to perform tasks in any area of the hotel as requested by Management from time to time
• Abide by Accor policy on EEO and Harassment in the workplace
• Ensure wherever possible that employees are provided with a workplace free of discrimination, harassment, and victimization
• The position required the employee to maintain a high standard of personal appearance and hygiene and ensure that uniforms meet with the Hotel’s requirements and in line with the desired image of the Hotel
• Ensure security and protection of Guests the belongings as best possible, report any items left behind by guest
• Be committed to the safety of Guests at all times and report any suspicious activity in the hotel to the Manager
• Practice Safety at all times including constant awareness of safety hazard
• Reports to work on time and according to posted schedule
• Agree to continuously improve and develop his/herself, by attending scheduled training courses as directed by Management and being committed to making the absolute most of the given opportunity
• Be committed to the highest level of service to the Hotel Guests, courtesy to fellow colleagues and a commitment to all environmental social and developmental training initiatives

Special Note

During the course of duty you will have access to certain information, which demands the utmost confidentiality. Discretion must be exercised at all times.

Your responsibilities are included but not limited to this job description as this has been drafted as a guide to the purpose and main duties of the role as it currently exists. The hotel relies on the flexibility of its staff to ensure the continuity of the high standards currently being achieved.  It is not intended as a wholly comprehensive or permanent schedule of duties and it does not form part of the contract of employment.  The Company reserves the right to amend this job description from time to time to accommodate the requirements of the business and the evolving nature of the role.

• Proven experience (2+ years) in a Sales coordinator or Banqueting coordinator or administrative role in the Hotel industry field.
• Experience in Opera is essential 
• Strong organisational skills with the ability to manage multiple tasks and priorities
• Excellent communication skills, both written and verbal
• Proficiency in Microsoft Office Suite, particularly Excel and ability to learn new systems quickly. We run our ERP in Infor M3. 
• Experience with Customer Relationship Management (CRM) software
• Demonstrated ability to work efficiently and meet deadlines
• Bachelor's degree in Hotel Management, Business Administration, Marketing, or a related field (preferred)
• Ability to work collaboratively in a team environment
• Fluency in English languages is essential

Should you not here from the hiring team within one week, consider your application unsuccessful