Administrative Assistant Tha

5 months ago

ภเกต, Thailand Marriott Vacations Worldwide Full time

Receive, record, and relay messages accurately, completely, and legibly. Gather materials and assemble information packages and marketing materials (e.g., brochures, promotional materials, maps, price lists, or menus). Prepare marketing-related documents throughout the sale process (e.g., proposals, contracts, or banquet event order). Promote awareness of band image internally and externally.

Record, calculate total, and report numbers of package sales/tours sold to manager/supervisor on a daily basis. Generate letters, invitations, and final participant/attendee lists. Maintain and update databases, spreadsheets, and electronic filing systems related to Sales and Marketing activities (e.g., tours, mailings). Enter, retrieve, reconcile, and verify information (e.g., commissions, leads, third parties) in software involved in the sales process.

Report accidents, injuries, and unsafe work conditions to manager. Follow all company policies and procedures; ensure uniform and personal appearance are clean and professional; maintain confidentiality of proprietary information; protect company assets. Speak with others using clear and professional language; prepare and review written documents accurately and completely; answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others; support team to reach common goals. Read and visually verify information in a variety of formats (e.g., small print). Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.

**CANDIDATE PROFILE**

**Preferred Education and Experience**
- High school diploma
- 2 years experiences in a guest services, front desk, or related Sales area OR
- 2 years degree from an accredited university in Hotel management, Hospitality business Administration, or related major

**Related Work Experience**
- At least 1 Year of related work experience

**Supervisory Experience**
- No supervisory experience is required

**JOB SPECIFIC TASKS**

**Data entry**
- Referral Input: input referral lead in goldmine with full required information, distribute hard copy to ME and collect back, set alarm for duplicate referral.
- Update record: when receiving additional information, i.e. country, address, telephone number, update the details in goldmine.
- Update referral status: opt out, no contact information, not qualified, Language problem, etc.
- New contract update: input new owner in goldmine as well as update existing record who becomes owners. Other assignment by Supervisor/Manager

**Reservation**
- Including checking availability, make tentative reservation, update reservation, confirm reservation, amend reservation as well as cancel reservation.
- Reservation processes are related to different system, include Marsha, OTM, Goldmine and Excel sheet
- Recheck reservation 2 days before arrival

**Administration**
- Confirmation letter: Send confirmation letter with all information to guests who confirm their reservation.
- Daily Production: Update number of production by ME, source code, room type, tour period, etc.
- Office Supplies: maintain the stock levels of Stock office supplies

**Unconfirmed booking**
- Check unconfirmed bookings (below 7 days and over 7 days)
- Follow up with ME and set time for ME to confirm the reservation by settle date and time.
- Monitor booking status, if booking is confirmed, then follow confirmation process but if booking is not confirmed, then release bookings.

**Tour Coordinator**
- Check tour log with owner referral tour report (excel).
- Print out tour log and distribute to reception as well as notify concerned department (owner referral and preview package).
- Print OTM weekly tour report.
- Check tour information in OTM against Owner referral tour report (excel).
- Update information in Owner referral tour report (excel).

**Welcome folder**
- Print reservation detail from MARSHA.
- Print confirmation letter.
- Put printed information in folder and distribute to Assigned ME.

**Transportation**
- Check arrival and departure
- Distribute arrival and departure to concerned departments.
- Prepare weekly transportation report for accounting.

**Payment Processing**

Charge of owner referral package (including extra night charge, surcharge, upgrade fee, etc):

- Check charging details of each day
- Process online charge
- Send report to accounting

**Singapore package**
- Check owner details
- Verify referral history (check if the referral has toured)
- Process reservation according to reservation process
- Distribute copy to ME for follow up and confirm.

**Safety and Security**
- company and department safety and security policies and procedures to ensure a clean, safe, and secure environment.

**Policies and Procedures**
- Maintain confidentiality of proprietary materials and information.
- Protect the privacy and security of guests and coworkers.
- Follow comp

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