sales support executive

Sitting in the heart of the Marina Bay with panoramic views of the city skyline, PARKROYAL COLLECTION Marina Bay, Singapore is the country's first Garden-in-a-Hotel. Driven by a passion for life, PARKROYAL COLLECTION's iconic properties rejuvenate the wellbeing through nature-driven design, eco-wellness and refreshing lifestyle luxury.

Operated by Pan Pacific Hotels Group, PARKROYAL COLLECTION Hotels & Resorts has an expanding footprint of sustainable hotels, with a current network comprising PARKROYAL COLLECTION Kuala Lumpur, Malaysia; PARKROYAL COLLECTION Marina Bay, Singapore; and PARKROYAL COLLECTION Pickering, Singapore.

It is an exciting time to join the team as we continue to redefine how we position and market PARKROYAL COLLECTION Marina Bay, Singapore both internationally and locally. If you're passionate about how hospitality makes an impact on our guests, fellow team members, the community and our planet, you may be who we're looking for.

The Role

Reporting to the Director of Commercial, you will provide comprehensive administrative support, plan and coordinate special projects for the Sales Department.

• Assist with presentation decks, production reports or any relevant reports for Director(s).
• Vetting of contracts and verification of sales and agencies' commissions.
• Managing executive's calendars, scheduling appointments, coordinating meetings.
• Minutes taking during meetings and follow up on action items.
• Submitting conference/business trips application for approval, manage travel plans i.e. flight/hotel/transfers/visa arrangements and conference registration.
• Prepare conference/travel files and itinerary.
• Complete submission claims for overseas travel and any corporate expenses.
• Answers phone calls, takes accurate messages and transfers telephone calls to the appropriate person in an efficient manner.
• Update new agent information into Opera.
• Assist the Corporate /MICE team on proposals, contracts and its related duties.
• To ensure all correspondences are effectively copied to relevant departments such as Group Resumes to be sent prior to group arrival, and trace dates are effectively followed up.
• Create duty roster for administrative staff and sales managers.
• Sourcing of corporate gifts and monitoring of in/out of stocks.
• Ordering of office supplies.
• Raise invoices in SAP.
• Raise complimentary forms for rooms / F&B.
• Support on on-boarding and off-boarding of employees.
• Co-ordinate on the bookings of the Sales meeting room.
• Performs other related duties as assigned.

You will also be tasked with:

Financial & Procurement Tasks

Budget Assistance:

• Help monitor departmental budgets and expenses.
• Process invoices, purchase requests, and expense reports.

Supplier Coordination:

• Liaise with external vendors, printers, and agencies for marketing materials and services.

Interdepartmental & Client Communication

Client Support:

• Assist with client inquiries or follow-ups when the Director is unavailable.
• Help prepare client proposals, contracts, and presentations.

Internal Communication:

• Act as a liaison between the sales & marketing department and other hotel departments (e.g., Front Office, F&B, Revenue).

Record-Keeping & Compliance

Contract Management:

• Maintain records of signed contracts and ensure timely renewals or follow-ups.

Data Accuracy and Confidentiality:

• Ensure the confidentiality of sensitive client and company information.
• Maintain data accuracy in all reports and documentation.

Talent Profile

• Minimum diploma or other business administrative certificates.
• Min. 2 years of experience in similar role, preferably within hospitality, services, or travel related industry.
• Strong oral and written communication skills.
• Strong presentation, communication and interpersonal skills.
• Team player, strong organizational skills with the ability to prioritize and multi-task.
• Take responsibilities and result-oriented.
• Proficient in Microsoft Office, and hotel management systems.