Company Description
Opened in March 2026 as the first Fairmont hotel in Vietnam, Fairmont Hanoi is a luxury urban resort that celebrates Vietnamese heritage through elegant design, exceptional dining, wellness, and world-class event facilities. With 241 guestrooms, eight dining venues, a 1,100m² Grand Ballroom, and a commitment to heartfelt hospitality, Fairmont Hanoi is set to become the social epicentre of the capital and an exciting place to build a career in luxury hospitality.
Job Description
The One Stop Sales is responsible for managing the entire sales and event journey from initial enquiry to post-event follow-up, acting as the single point of contact for the client throughout the customer journey.
The role requires strong ownership, attention to detail, commercial awareness, and excellent coordination skills. The One Stop Sales is expected to take ownership of all assigned business according to the level of responsibility and complexity assigned, ensuring seamless coordination across sales, event planning, operational execution, billing, and post-event customer care.
Key Responsibilities
Sales Enquiry & Proposal
- Receive and respond to client enquiries in a timely and professional manner.
- Understand client requirements, objectives, budget, and event expectations.
- Prepare and send quotations, proposals, packages, and relevant supporting information.
- All offers need to be entered into Delphi and any other required systems.
- Follow up with clients to secure business and maximize conversion opportunities.
- Maintain accurate records of all enquiries, follow-ups, and sales activities.
- Identify and maximize revenue opportunities across guest rooms, meeting spaces, Food & Beverage, and other relevant hotel services throughout the sales and planning process.
End-to-End Sales Administration
- Take full ownership of the business once the enquiry is received and ensure all required information is accurately captured.
- Enter and maintain client, booking, event, and revenue information in the relevant hotel systems like Delphi.
- Ensure all details are complete, accurate, and updated throughout the sales process.
- Follow up with clients for contract confirmation, signatures, deposits, and other required documents.
- Ensure all contractual terms and client requirements are clearly communicated and properly documented.
Event Planning & Internal Coordination
- Develop and issue the final event program / function details (BEO) for the relevant departments to execute. Ensure any subsequent client changes are accurately updated in Delphi / BEOs and promptly communicated to all relevant departments.
- Coordinate closely with Operations, Banquet, Front Office, Housekeeping, Finance, Culinary, and other relevant departments.
- Ensure all departments receive accurate and timely information regarding the event, including guest requirements, timelines, menus, setups, special requests, billing instructions, and VIP arrangements.
- Conduct internal briefings or coordination meetings when required.
- Monitor preparation and ensure the agreed arrangements are ready before the event takes place.
Client & Event Management
- Act as the single point of contact for the client from confirmation through event completion.
- Be present and actively involved during the client's arrival and event execution when required.
- Welcome and assist clients upon arrival and ensure that contractual commitments and agreed arrangements are delivered.
- Handle client requests, changes, and operational issues promptly and professionally.
- Coordinate with the relevant departments to resolve issues and ensure a high level of customer satisfaction.
- Maintain strong relationships with clients throughout the event and identify opportunities for repeat business and additional revenue.
Billing & Financial Follow-Up
- Ensure billing instructions are clear, accurate, and communicated to Finance and relevant departments.
- Review event charges and supporting documentation to ensure they are aligned with the agreed quotation and contract.
- Coordinate the preparation and issuance of invoices.
- Follow up with clients regarding outstanding payments and ensure payment terms are properly observed.
- Resolve billing discrepancies promptly in coordination with Finance and the client.
Post-Event Follow-Up
- Ensure all event details and financial matters are properly closed after the event.
- Send a professional thank-you message to the client following the completion of the conference, wedding, or catering event.
- Obtain client feedback and identify areas for improvement.
- Maintain post-event communication and develop opportunities for repeat business, referrals, and future events.
Qualifications
Knowledge and Experience
- Bachelor’s degree required
- Relevant experience in hotel Sales, Events, Catering, or a similar commercial role, with the required experience level depending on the position level.
- Excellent reading, writing and oral proficiency in English language
- Proficient in MS Excel, Word, & PowerPoint
Competencies
- Strong ownership and One Stop mindset
- Commercial awareness with good negotiation and sales skills
- A team player & builder
- A motivator & self-starter
- Well-presented and professionally groomed at all times
