Sales, Marketing & Executive Office Coordinator Hilton Hotels

As a Sales, Marketing & Executive Office Coordinator, you will be responsible for performing the following duties to the highest standards:

Executive Office Responsibilities

• Open, sort, date-stamp, and distribute all incoming mail, faxes, and printed materials. Prepare and send outgoing mail, both interoffice and external.

• Draft and prepare correspondence, memos, and complex numerical/financial reports as instructed, including communication on behalf of management.

• Duplicate, copy, distribute, and mail materials for the office.

• Coordinate assigned projects and activities, including attending meetings, taking minutes, and following up on action items to ensure timely completion.

• Order and maintain office supplies and equipment, ensuring proper organization and inventory control.

• Maintain filing systems, databases, and office records in an orderly and professional manner.

• Use and manage the property s email system, maintaining the Executive Office inbox and, where required, assisting with the General Manager s email communications.

• Greet internal and external guests in a professional and welcoming manner, announce visitors, and handle inquiries or requests appropriately.

• Support the Executive Office in the planning and coordination of meetings, VIP visits, and hotel events.

• Perform additional supportive administrative tasks as assigned by management.

Sales & Marketing Coordination Responsibilities

• Provide day-to-day administrative support to the Sales & Marketing team.

• Prepare proposals, contracts, quotations, and other correspondence for prospective and existing clients.

• Initiate and manage group reservations, build group blocks in the PMS, prepare rooming lists, and communicate changes or updates with clients.

• Assist sales managers with site inspections, ensuring smooth coordination and professional representation of hotel facilities.

• Maintain and update client databases, sales records, reports, and tracking systems.

• Handle incoming inquiries, phone calls, and emails, ensuring prompt and professional responses.

• Assist with data entry using Delphi, Microsoft Word, and Excel, as well as filing, copying, faxing, and distributing internal and external documents.

• Support weekly sales meetings, group pickup meetings, and other scheduled business operations meetings by preparing materials, taking notes, and coordinating logistics.

• Assist with special projects assigned by management and support the execution of sales and marketing initiatives.

• Maintain clean, organized work areas and foster positive working relationships with other departments, team members, and guests.