Sales Admin - Hyatt House Kuala Lumpur Mont Kiara

Summary
Come and join us on our journey as we care for people so they can be their best! We believe that being your best is about being your true self – engaged, fulfilled and ready to take on the world. We are currently looking for an experienced Host – Sales Administration to join the first Hyatt House in Southeast Asia. This position reports directly to the Director of Sales and the General Manager.

What we offer:

Fun and exciting work environment

Intensive training in area of specialization with a customized personal learning plan

Coaching and mentoring

Exposure to various multitasking tasks

Opportunity to participate in various leadership programs

Participation in Hyatt’s programs and initiatives

Key Qualifications & Duties

Executive Office

Co‑ordinate and arrange activities accorded to the General Manager’s office

Appraise GM of the day‑to‑day activities of the section

Maintain strict confidentiality at all times on all matters

Maintain item records and forms in accordance with corporate management standards

Maintain list of follow‑ups for different divisions and departments in a logical manner; seek updates & closure for follow‑ups as per assigned dates

Coordinate with Leadership Committee & Department Heads on follow‑ups

Coordinate in making & managing appointments for GM – proactively book/organise meeting space and necessary equipment as required; make tentative appointments to block time on calendar till meeting is confirmed

Provide administrative support to Executive and Administrative Teams; ensure the implementation of hotel policies, standards, and procedures as they apply to the administrative functions

Type, file, and uphold all private and confidential matters related to the department

Set up a systematic and efficient filing system, both for hard copies and electronic data, enabling quick retrieval; keep all files up‑to‑date at all times

Prepare relevant materials for all meetings attended by GM

Answer telephone and provide information or route calls to appropriate officials; execute outgoing calls as needed

Prepare reports, letters, memorandums, faxes, and outgoing mail as assigned by the General Manager while ensuring strict confidentiality

Take dictation, minutes, draft letters, and compose correspondence

Ensure travel authorisation forms are fully completed and signed by the respective executive before handing over to the Director of Finance for signature

Check and update Leadership Committee & Rooms Division Managers leave plan for the year and attendance records in conjunction with Human Resources requirements

Maintain office organisation and maintenance; safeguard all contracts and financial documents

Ensure an efficient and accurate filing system, both manually and electronically, is maintained at all times

Administration

Assist the DOS by managing the administration of the sales and marketing department

Be well‑versed in Delphi/Nvision/Opera – critical tools for achieving sales performance

Maintain complete and supported records of all sales agreements, contracts, and quotations for the hotel

Establish an efficient trace file to ensure that all bookings are properly tracked

Monitor office supplies and negotiate terms with suppliers to ensure cost‑effective orders

Customer Service

Entertain and conduct hotel inspections for clients whenever required

Liaise and work closely with related operation departments to ensure guest requests and expectations are met

Handle guest and employee enquiries courteously and efficiently, report complaints or problems, and ensure timely follow‑up when immediate solutions are not available

Maintain positive guest and colleague interactions with good working relationships

Marketing

Assist in conducting extensive competitor research and maintain excellent product knowledge of the hotel

Be aware of community, business, political and social factors that may affect the hotel’s financial performance

Operational

Maintain a detailed knowledge of hotel facilities, features and services

Liaise with related operation departments to ensure guests’ requests and expectations are met

Prepare and ensure all event orders are distributed to concerned departments in a timely manner

Personnel

Support the implementation of the People Brand, demonstrating and reinforcing Hyatt’s values and culture characteristics

Attend and contribute to all required training sessions and meetings

Exercise responsible behaviour at all times and positively represent the hotel team and Hyatt International

Maintain strong, professional relationships with relevant representatives from competitor hotels, business partners, local business groups, airlines and other organisations

Read the hotel's Employee Handbook and adhere to the hotel’s rules and regulations, especially policies relating to computer resources, fire, hygiene, health and safety

Ensure high standards of personal presentation and grooming

Respond to changes in the Sales and Marketing function as dictated by the industry, company and hotel

Other Duties

Attend and contribute to all required training sessions and meetings

Ensure high standards of personal presentation and grooming

Carry out any other reasonable duties and responsibilities as assigned

Understand and agree that hotel management reserves the right to add or remove clauses to this job description

Carry out all other duties/tasks as instructed by the General Manager/Director of Sales within the parameters of Hyatt’s values and purpose

#J-18808-Ljbffr