Kerja Sepenuh Masa, Contract Admin (6 months) di VIVA BESTARI INN SDN BHD Johor - Maukerja

To provide administrative and coordination support to the Sales Department, ensuring that sales enquiries, quotations, contracts, room bookings, group bookings, banquet arrangements and related documentation are handled accurately and efficiently.

The position is responsible for maintaining proper sales records, following up with clients and agents, and coordinating with internal departments to ensure smooth execution of confirmed business.

Key Responsibilities

A. Sales Administration

• Handle daily administrative duties for the Sales Department.
• Prepare quotations, proposals, letters, contracts and other sales documents.
• Maintain proper filing of contracts, quotations, correspondence and supporting documents.
• Update and maintain the Sales database, client records and contact information.

B.Room & Group Sales Support

• Prepare quotations based on approved hotel rates and agreed terms.
• Follow up on tentative bookings and outstanding confirmations.
• Ensure confirmed bookings are properly communicated to Reservation and Front Office.
• Assist the Sales team in monitoring account production and room nights.

C. Banquet & Event Sales Support

• Assist Sales team with banquet and room enquiries.
• Prepare banquet quotations, event proposals and function details.
• Coordinate confirmed events with Banquet, F&B, Kitchen, Finance and other relevant departments.
• Ensure event details, menus, rates, payment terms and special requirements are accurately recorded.
• Assist in preparing Banquet Event Orders (BEO) or related event documentation where required.

D. Contract & Account Management

• Maintain a proper record of all active contracts and agreements.
• Monitor contract expiry dates and inform the Sales Manager of contracts requiring renewal.
• Ensure all approved rates and terms are correctly entered and communicated to the relevant departments.
• Assist in preparing account production and revenue reports for review by the Sales team.

E. Client & Sales Follow-Up

• Respond to sales enquiries professionally and within the required response time.
• Assist Sales team in arranging appointments, site inspections and client visits.
• Maintain good communication with clients and internal departments.
• Support the Sales team in promoting hotel rooms, banquet facilities, meeting packages and F&B offerings.

F. Coordination with Other Departments

• Coordinate with Reservation on room availability, rates and booking status.
• Coordinate with Front Office regarding VIPs, groups and special arrangements.
• Coordinate with Housekeeping regarding group room requirements and special room arrangements.
• Coordinate with Banquet/F&B for events and functions.
• Coordinate with Finance regarding deposits, credit facilities, billing and outstanding payments.
• Ensure relevant information is communicated accurately and on time.

Documentation & Filing

• Maintain accurate and organized records of:
• Sales enquiries
• Quotations and proposals
• Signed contracts
• Corporate & Government agreements
• Rooming lists
• Banquet/Event documents
• Client correspondence
• Deposits and payment information

Pay: RM1,700.00 - RM2,200.00 per hour

Work Location: In person