Sales Office Administrator
We invite you to become part of The Phoenicia Story
Work at The Phoenicia Malta
Why? Besides, being a historical 5-star gem, a cherished national treasure, and beloved local landmark, The Phoenicia Malta has been attracting stars, socialites and the crowned heads of Europe for over 60 years. All our guests and employees alike, are our very own ‘stars’, our pride and joy.
A career promise for the stars of the industry (past, present and future).
Our commitment to work is the fruit of a unique collaboration, and a truly professional philosophy. We are all about giving a beautiful part of ourselves in each aspect of our thriving hotel operations. We promise you, that it will be a seriously enriching growth experience. A career you will always be proud of. Discover more, today.
Personality and Role Profile
You are ambitious, passionate and energetic person. You will be an integral part of our dynamic team, assisting in maximizing hotel revenue and profitability through Group, Event and Wedding sales. Duties are carried out in line with the hotel’s guidelines and business plan, the departmental business plan, and the Hotel’s Brand and service guidelines.
Essential Duties & Responsibilities
- Provide support for the Director of Sales & Marketing and wider sales teams in scheduling and organizing internal meetings, and other administration duties.
- Serve as the point of contact for clients, suppliers, and internal departments, ensuring prompt and professional responses via email, phone, or in person.
- Update and manage the team’s calendars, tracking upcoming events, deadlines, and important dates.
- Support the events team in booking venues, organizing of catering, and audiovisual equipment and other logistical needs for meetings, conferences, weddings, or other events.
- Handle contracts, invoices, and service agreements with vendors, ensuring all documentation is up to date and properly filed.
- Support the team in communicating with clients to confirm event details, coordinate guest lists, and ensure all their needs are met during the planning stages.
- Track and order office supplies for the Sales and Events department, ensuring adequate stock is always maintained.
- Ensure all documents, both physical and digital, are organized, filed correctly, and easily accessible for the team.
- Manage office maintenance, including coordinating with IT, housekeeping, and other departments to ensure a smooth functioning workspace.
- Assist the marketing team, coordinate promotional activities such as email campaigns, social media posts, and special offers related to hotel events and packages.
- Help the events and sales team in creating customized proposals and presentations for clients, including gathering pricing information and preparing offers.
- Assist the sales and events team in adhering to hotel policies and procedures, especially regarding guest services, health, and safety regulations.
- Ensure all communication and client interactions reflect the hotel’s five-star service standards, maintaining a high level of professionalism at all times.
- The hotel’s level of business varies considerably and a need for flexibility in attitude, approach and working hours is required.
Desirable Experience, Qualifications, & Attributes
- Strong computer skills including all aspects of MS Office with an emphasis on database management and Excel
- Detail oriented with strong organisational skills and able to work on own initiative
- Ability to work independently and in a fast-paced deadline-oriented environment while remaining focused on quality and customer service
- Strong administration skills and ability to manage multiple tasks
- Ability to solve practical problems in a quick and timely manner and interpret a variety of instructions furnished in a written or oral form.
- Exceptional interpersonal and customer service skills.
- Excellent English & Maltese written and verbal communication skills
- Knowledge of Opera Sales & Catering will be considered an asset
- Ability to take instructions and prioritise effectively
- Positive mindset
Are you the one we are looking for?
Discover more about this exciting opportunity to join one of The Leading Hotels of the World.
The Phoenicia Malta offers a safe haven to connect to people, and embrace inspiring stories. We have been delivering exceptional service to guests from all over the world. Our ultimate goal is to be the most amazing place to stay in the Mediterranean, while offering you the chance to be very much, an integral part of ‘the family’. Our hotel is a proud member of The Leading Hotels of the World. And we want you to be part of it.
