• 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.

Operational

• Based on the revenue strategy will develop the annual Social Media plan in close collaboration with the PR and Marketing Manager and DOS&M
• Is a strong ambassador for representing The Phoenicia Malta brand and proudly brings to life the values of the hotel and its brand.
• Maintains relationships with local and international influencers and bloggers, assists with visits and responds to requests for information.
• Consolidates monthly reports on results of online actions – engagement, reach, success with events etc. and presents these to all HOD’s.
• Maintains daily posts to hotel social media platforms. These posts must be aligned with positioning of the property.
• Constantly strive to grow followers of all property social media platforms.
• Managing the logistics for any photoshoots in the property.
• Is proactive in planning and promotion of special events such as Easter, Christmas etc. These events should be planned and scheduled with a minimum of 3 to 4 months from date of implementation.
• Provides support to Marketing & PR Manager through provision of solid and on brand content for website and other newsletters as required.
• Is focused on producing results in alignment with strategic goals of the Sales and Marketing department and objectives of The Phoenicia Malta.
• Supports Human Resources team in development of content to engage internal customers to create pride in working for the property.
• Co-ordinates and participates as an active member in the monthly PR & Marketing meetings and ensures actions as agreed are implemented in a timely manner.
• Manages and proactively updates Leadership and HODs on any photo shoots or special events in the property.
• Ensures all property communications adhere to creative brand guidelines.
• Provides on-brand content as required for any hotel communications as is necessary.
• Proactively collates competitor analysis in relation to online presence, special events and other events of interest and communicates this on regular basis to the PR & Marketing Manager and DOS&M.
• Supports the hotel operation in times of demand to ensure client satisfaction.
• Conducts site visits and site inspections in a way which showcases The Phoenicia Malta as leading 5-Star hotel in Malta as required to support the PR & Marketing team.
• Includes PR & marketing Manager and DOS&M and other senior members of the team in client meetings as is relevant.
• Develops opportunities to pro-actively position the Phoenicia Spa and Wellness as Malta’s Leading Spa through solid marketing plan.
• Effectively resolves guest issues that arise on a day-to-day basis and brings issues to the attention of leadership as appropriate.
• Contributes in a positive way to building a strong and positive team spirit within the sales and marketing team.
• Supports the DOS&M and PR & Marketing Manager in adhoc activities as necessary.

• Collaborate with clients to understand their wedding vision, preferences, and specific requirements.
• Provide expert advice on wedding trends, themes, and customization options.
• Work closely with internal departments, including catering, banquet, housekeeping, security, and audiovisual partners, to plan and execute all aspects of the wedding.
• Develop detailed timelines, layouts and required documents to ensure seamless event flow.
• Ensure a high level of guest satisfaction by overseeing the set-up, food quality, grooming of staff members, third party suppliers and overall ambiance of the wedding venue.
• Address any issues or concerns promptly and professionally.
• Build and maintain strong relationships with wedding vendors, including florists, photographers, and entertainment providers.
• Follow hotel guidelines and restrictions when it comes to event logistics and opening/closing time of venues.
• Manage on-site coordination during wedding events to guarantee smooth execution.
• Handle any last-minute adjustments or unforeseen challenges with poise and efficiency.
• Setting up meetings on site with the client as per wedding planning procedure.
• Provides general support on daily basis and maintain regular and effective communication within the Weddings Team
• Maintains and updates the Opera Sales & Catering System by entering customer and wedding data
• Promotes a helpful and professional image to the customer with full cooperation when requiring assistance, ensuring a prompt, caring, patient and helpful attitude aligned with the hotel’s values.
• Assist and follow-up on potential inquiries as necessary in a prompt, efficient, and professional manner.
• Conduct detailed show arounds of the hotel venues in a wedding related manner. 
• Gather feedback from the couple and vendors to assess the success of the event.
• Conduct competition checks to evaluate competitor’s pricing and product.
• Contribute to the marketing efforts of the hotel’s wedding services, showcasing past events and highlighting the hotel’s luxury offerings.
• Participate in bridal shows / fairs locally and abroad to promote the hotel weddings services.

• Sets yearly/periodic targets for each and every account in the individual territory updating Database System. Targets to be set according to previous year’s results and potential of the account in current year and as agreed with Sales Manager
• Maintains the Opera Systems by entering customer/client data
• Updates the Opera SK systems accordingly with both customer and event details.
• Assists and follows-up on potential inquiries as necessary in a prompt, efficient, and professional manner
• Strives to anticipate customer needs whenever possible to enhance quality service; and in turn enhance customer satisfaction in accordance with Hotel standards
• Forecasts potential revenues and costs to ensure that budget is met when viewing transient, banquet, and group expected revenue targets
• Has a complete knowledge of all room rates (group, rack, corporate), room availability, room types, room configurations, special VIP treatment, room block ceiling, contract terms & conditions, porterage charges, gratuity charges, room delivery charge, breakfast rate, and others
• Keeps a constant update on availability of both accommodation and conference rooms in liaison with Reservations, the Revenue Manager, the F&B Operations Manager, and the Sales Managers
• Develops and maintains sales to achieve maximum profits from rooms, conference & banqueting, and food & beverage sales
• Focuses on the markets assigned by the DOSM, and develops professional relationships with key decision makers in order to enhance Hotel sales
• Prepares reports required on customer accounts and collate relevant information for input into computerised sales systems
• Maintains an updated data system on Opera SVC of ground handlers, DMCs, conference organisers, incentive houses, venue finders, and Corporate bookers; both on a local, and on an international level
• Submits required sales reports in accordance to the reporting system set by the DOSM

• Promote a helpful and professional image to the customer when requiring assistance with full cooperation, ensuring a prompt, caring, and helpful attitude.
• Assist and follow-up on potential inquiries as necessary in a prompt, efficient, and professional manner.
• Strive to anticipate customer needs whenever possible to enhance quality service, and in turn enhance customer satisfaction in accordance with Hotel standards.
• Set yearly/periodic targets according to previous year’s results and according to current business trends as agreed with the Groups and Events Manager.
• Keep a constant update on availability of conference rooms in liaison with Reservations, the Revenue Manager, the F&B Operations Manager, and the Groups and Events Manager.

• Provides Administration support to Sales & Events team on daily basis
• Maintains and updates the Opera S&C System by entering customer/client / event data
• Assist and follow-up on potential inquiries as necessary in a prompt, efficient, and professional manner.
• Supports and manages local in-house events.
• Ensures the effective running of the Sales and Events office from a logistics perspective.
• Coordinate the Database for newsletters / mailings
• Issuing and re-issuing function sheets with correct/updated information
• Ensuring setup and signage is prepared correctly for each event
• Making phone calls to follow-up on emails
• Attending events / operations meeting to represent Sales & Events team
• Compiling event proposals.
• Directing feedback from customers to relevant departments.
• Supporting the Sales & Events team with other administrative tasks, if requested.

• Promote a helpful and professional image to the customer when requiring assistance with full cooperation, ensuring a prompt, caring, and helpful attitude.
• Assist and follow-up on potential inquiries as necessary in a prompt, efficient, and professional manner.
• Strive to anticipate customer needs whenever possible to enhance quality service, and in turn enhance customer satisfaction in accordance with Hotel standards.
• Set yearly/periodic targets according to previous year’s results and according to current business trends as agreed with the Events Manager.
• Keep a constant update on availability of conference rooms in liaison with Reservations, the Director of Revenue, the F&B Manager, and the Events Manager.
• Surpass customers’ expectations, through collaboration and working hand in hand with the appropriate department.