Job Description
Besides, being a historical 5-star gem, a cherished national treasure, and beloved local landmark, The Phoenicia has been attracting stars, socialites and the crowned heads of Europe for over 76 years. All our guests and employees alike are our very own ‘stars’, our pride and joy.
Our commitment to work is the fruit of a unique collaboration, and a truly professional philosophy. We are all about giving a beautiful part of ourselves in each aspect of our thriving hotel operations. We promise you that it will be a seriously enriching growth experience. A career you will always be proud of. Discover more, today.
You are an ambitious, passionate and energetic person. You will be an integral part of our dynamic team, assisting in maximizing hotel revenue and profitability through group, event and wedding sales. Duties are carried out in line with the hotel’s guidelines and business plan, the departmental business plan, and the hotel’s brand and service guidelines.
The ultimate goal of all our staff is to ensure that our guests enjoy their visit to The Phoenicia so much that by the time they leave they are already planning to come back.
Duties and Responsibilities:
- Provide support for the Director of Sales and 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, and 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.
Requirements:
- Strong computer skills including all aspects of MS Office with an emphasis on database management and Excel.
- Detail-oriented with strong organisational skills and able to work on own initiative.
- Ability to work independently and in a fast-paced deadline-oriented environment while remaining focused on quality and customer service.
- Strong administration skills and ability to manage multiple tasks.
- Ability to solve practical problems in a quick and timely manner and interpret a variety of instructions furnished in a written or oral form.
- Exceptional interpersonal and customer service skills.
- Excellent English and Maltese written and verbal communication skills.
- Knowledge of Opera Sales and Catering will be considered an asset.
- Ability to take instructions and prioritise effectively.
- Positive mindset.
