Job Description

Company Description

Sofitel Al Hamra Beach Resort





Oversee all administrative functions for the Sales & Marketing Department, ensuring tasks are completed accurately, efficiently, and on time

Sales & Marketing Administrative Support tasks:

Collaborate with internal teams and external vendors to ensure timely delivery of projects. Prepare reports, dashboards, and presentations for senior management. Manage internal calendars for sales activities and marketing deadlines. Coordinate travel arrangements and meeting logistics for the sales & marketing team. Liaise between the client, sales & marketing, and operations team to ensure seamless execution of fam trips, hosted stays, meetings and sales entertainment events. Attend internal sales, marketing, and departmental meetings to take accurate and organized notes. Prepare and distribute meeting agendas, minutes, and action item summaries to relevant stakeholders. Track and follow up on action items, deadlines, and responsibilities discussed in meetings. Schedule and coordinate meetings, including room bookings, attendee invites, and technology setup (e.g., video conferencing). Maintain a shared digital archive of meeting notes and relevant documents for team reference. Keep the Sales Office organized, tidy, and well-stocked, while monitoring office supplies to minimize waste. Ensure all marketing materials and communications align with Sofitel's luxury brand identity and guidelines. Implement and maintain an effective filing system (both electronic and manual) for department records and correspondence. Assist in the creation, implementation, and management of marketing campaigns to promote the hotel's offerings across leisure, F&B, wellness, and events Support leisure segment sales operational/ administrative activities as required by the head of segment.

Payroll Support Tasks:

Assist in collecting and verifying attendance records, shift schedules, and overtime hours for the sales and marketing team. Prepare and submit monthly timesheets or attendance summaries to the HR/payroll department. Track and maintain records of team leave requests (sick days, vacation, etc.) to ensure accurate payroll processing. Coordinate with HR to ensure new hires, promotions, or departures in the department are correctly reflected in payroll updates. Ensure timely submission of payroll-related documentation such as commission reports, bonuses, and incentive payouts. Maintain confidentiality and security of all payroll and personnel-related information. Liaise with the payroll or HR department regarding discrepancies, adjustments, or staff inquiries related to compensation

Budgeting & Expense Tracking:

Maintain organized records of vendor invoices, payments, and contracts. Track marketing and sales expenses to ensure they align with the approved budget. Prepare purchase orders and ensure timely payment processing with the finance department. Help forecast sales figures and financial goals based on historical data and market trends. Assist with drafting and processing vendor/ supplier contracts, ensuring correct rates and terms are applied Organize and provide documentation for internal or external audits. Ensure adherence to company policies regarding financial transactions and record-keeping. * Safeguard financial and client-related documents with the highest level of confidentiality.