Sales Administrator

We are looking for a Sales Administrator. The role is full time, 40 hours per week, 9.00am to 5.30pm, Monday to Friday plus 2 Saturdays per month (with a day off in the week).

Reports to: the Sales Manager

 

The Role’s Objective:

To ensure all callers receive a warm greeting when they call Kilworth House Hotel and Theatre and to provide an administrative function to the Sales department.

 

The Person:

In order to meet the above objective you need to:

  • be computer literate and to possess sound knowledge of Word and Excel
  • be confident working with communication equipment
  • represent Kilworth House Hotel and Theatre in a professional manner, verbally, in correspondence and face to face when required and requested
  • have a clear speaking voice with correct tone.

 

Main Responsibilities:

  • Answer all external and internal calls that come through to the Switchboard using the headset provided
  • Answer all calls using the greeting set out in the Switchboard Standards of Performance manual
  • Answer all calls within 5 rings
  • Direct calls as requested by the caller or to the relevant and correct department / member of staff
  • Report all faulty lines and equipment to Yello
  • Advise all internal staff of any issues regarding the telephone system
  • Maintain the internal Kilworth House Hotel and Theatre telephone directory
  • Accurately take messages and pass to the relevant staff member using oral or written communication, whichever is most appropriate
  • Announce all incoming calls for the General Manager and Operations Manager
  • Announce all incoming calls from Mr and Mrs Mackay
  • To keep brochures well stocked
  • To ensure that there are adequate conference, wedding and private dining packs readily available
  • Contacting future customers to collate menu choices and log on spreadsheet
  • To produce menus, table plans and place cards
  • To maintain a stock of stationery
  • To update the customer database, correcting errors, changing addresses, and removing duplicate entries
  • Sending out brochure requests
  • Emptying of daily folders and filing
  • Filing of reservations and conference files at the end of each month
  • Processing payments and the producing of gift vouchers
  • Filing of past gift vouchers
  • Franking of post
  • Producing event booking confirmation letters
  • Logging of customer comment card information and forwarding to the General Manager and Sales Manager on a monthly basis
  • Maintaining the files for forthcoming events
  • Checking of payments for functions; ensuring special requirements and dietary needs are logged and appropriate departments notified
  • Contacting neighbours of Kilworth House Hotel and Theatre to advise of an event involving fireworks
  • Making and amending restaurant bookings using our computerised diary system
  • Updating account management log of past week’s events
  • Updating reception gift voucher log
  • Produce excel documents as required
  • To maintain the highest standards of courtesy, efficiency and appearance to both guests and colleagues.

 

People:

  • To provide training and development for other colleagues as requested
  • To develop a close working relationship with all departments, colleagues and managers to ensure guest expectations are met and then exceeded
  • To be acutely aware of press and public relations
  • To actively liaise with all departments, ensuring the integrity of Kilworth House Hotel and Theatre.

 

Service and Product:

  • To ensure effective daily communication with other Sales personnel and all other members of the Kilworth House Hotel and Theatre team
  • To ensure Kilworth House Hotel and Theatre remains proactive and responsive to prospective clients.

 

General:

  • To ensure all Statutory Regulations are adhered to
  • To undertake any reasonable requests made of you by Kilworth House Hotel and Theatre including flexibility in hours, location and responsibilities
  • To be willing to help other departments of the hotel wherever possible and to understand the flexibility required when business levels peak and trough, to deliver the best possible service
  • To comply with all policies and procedures as written in the staff handbook
  • To ensure that you are trained to uphold the conditions of the Health and Safety Policy
  • To attend training and development as and when required and requested
  • To demonstrate a willingness to adapt your approach where necessary
  • To actively put forward practical ideas to generate business for the sales department and the hotel and encourage others to do so
  • To engage with guests and team members in a warm and friendly manner
  • You will have access to highly confidential information. Under no circumstances may any confidential information be relayed to a 3rd party.

 

PLEASE NOTE that this job description is not exhaustive and you may be required to carry out other reasonable duties as instructed.

 


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