Sales Coordinator 
(18852)

At One&Only, we exist to create joy for our guests through anticipation, creativity, precision, empathy and warmth. We tailor every aspect of our guests’ stay to bring their dreams and desires to life. With an atmosphere that’s chic but wonderfully unstuffy™, and a team who are meticulous but warm, we seek to exceed our guests’ expectations at every possible turn. 

Set in the vibrant heart of Cape Town’s waterfront, surrounded by restaurants, shopping, art and entertainment; on the doorstep of Table Mountain; and within easy reach of spectacular beaches, national parks, and winelands; One&Only Cape Town is the ultimate curator of discovery, from active adventures, to mindful moments and exclusive, tailored experiences. The warm South African charm is one of our most unique and valued assets. With abundant knowledge and generosity, we anticipate our guest’s every need and surpass expectations. Whether we are designing the perfect family day out or arranging a romantic private dinner, we approach everything with imagination to spark a sense of playfulness, discovery and adventure. This is not simply our job, it’s our passion

Job Summary

To assist the Sales Managers with general office administrative duties; and to assist clients with requests as they arise.

Key Duties and Responsibilities

• General administrative assistance to Sales Managers.
• Assist clients with requests and problems and following through to resolution
• Maintain central filing system
• Coordinate and follow up on all collateral shipping
• Filling of sales activity and correspondence into files and updating as needed
• Reporting & Communications
  • FREESALE - Sending out Freesale Update on a weekly basis & maintaining Freesale distribution list.
  • Completing the Weekly Management Roster for Sales Department (including Helen)
  • Compiling and distributing Site Inspection & Educational Listing weekly
• Fam Trips & Site Inspections
  • Scheduling Site inspections
  • Managing of the Sales Outlook Calendar and ensuring all activities are logged.
  • Ensuring all gifting and collateral is appropriately prepared.
  • Ensure that VIP arrivals / Site inspection stays are noted in the applicable Sales Manager’s diary.
  • Ensuring all collateral and gifting is timeously prepared.
• STO Rates: Sending Rate Application, compiling & sending Wholesale Contracts
  • Creating Opera Profiles where applicable
  • If the signed contract is received via email, link to client account in CRM.
  • Communicates any addendums to contract to contracted tour operators/DMC
  • Handles any enquiries from tour operators/DMC/RSO and GSA relating to contracts
  • Ensures RSO/GSA/DMC advised of changes to any elements of contracts and allocations
  • Maintain and update tour operator list including changes to tour operator/DMC details and new contracted tour operators
  • Communicates tactical offers or other updates/addendums in the form of mailshots (e-mail) to all DMC/RSO/GSA
• Updating and maintaining Corporate Client files.
  • Ensure that applicable Corporate rate code is added / extended
• Completing Comp forms for all complimentary stays and getting the required signatures. Filing copy of form for records.
• Prize letters – completing all Prize letters and Maintenance of log of all letters.
• Compile Allocation Agreements
• Compile Barter Agreements
• Compile Special Offer Sheets
• Couriering of Collateral for Trade Shows and trade requests
• Filing all FedEx documentation for S&M and handing over to Accounts on a monthly basis.
• Routing brochure / fact sheet requests to various Sales Offices, as applicable.
• Stationary: Order from Stores for S&M as well as G&E. Including CD’s and all stationary and collateral as required by the Sales Team.
• Ordering consumables (toners, waste bottle, etc.) from Bytes
• Compiling applicable property info for each sales trip / trade show and copying CD’s as required.
• Maintain stock levels of Fact Sheets from Store.
• Trade Shows & International Travel – Register for applicable Sales Manager, ensure that payment is made to supplier, if there is an Exhibitor profile website update the details accordingly, check with Lisa regarding booking of flights and accommodation. Compile detailed itinerary, including Stats of TO/DMC meetings scheduled.
• Maintain records of past Trade Shows for future reference.
• Conducting of Site Inspections as and when required.

• Coordinate and up-date departmental reports as designated.
• Acts with a degree of independence as liaison with both internal and external clients.  Handle clients’ requests and complaints as appropriate.
• Support and perform other duties as assigned by Executive Manager, Sales and Marketing.

Skills, Experience & Educational Requirements

• Sales oriented individual
• Minimum of five (2) years’ experience in a similar position
• Strong Command of the English Language
• Proficient with Microsoft Suite
• Working with databases and mail merge
• Well organized and detail oriented
• Strong written communication skills
• Excellent interpersonal skills and telephone manner
• Able to handle multiple tasks
• Must be able to work in a fast paced environment

Our brand is expanding faster than ever before. We are investing in the growth of our company, and that means we are committed to investing in you. Join a team that is open-hearted, intuitive, generous, and spontaneous in spirit. We believe in making our guests happy beyond anything they have ever imagined. We wow them at every turn and create memories that will last a lifetime. You will be at the heart of this vision, to constantly innovate to deliver Amazing Experiences and Everlasting Memories.