Sales Coordinator

Company Overview

Novotel Singapore Robertson Quay is located along the historic Singapore River, offering 336 stylish rooms, panoramic river views, a 25m outdoor pool, 24-hour gym, meeting facilities, Executive Lounge access, and diverse dining options including an all-day restaurant and poolside bar.

Job Summary

The Sales Coordinator provides administrative and operational support to the Assistant Director of Sales and Sales Managers, managing sales enquiries, proposals, contracts, group bookings, meetings, and communications to ensure a smooth sales process from enquiry to post-event follow-up.

Responsibilities

• Provide daily administrative support to Sales Managers and Assistant Director of Sales to facilitate efficient sales operations
• Respond promptly and professionally to telephone, email, and online sales enquiries to maintain strong client engagement
• Accurately record and distribute qualified sales leads to the appropriate Sales Manager for timely follow-up
• Maintain and update sales lead logs, diaries, sales calendars, and follow-up trackers to ensure organized sales tracking
• Coordinate appointments, client meetings, site inspections, sales calls, and team meetings to support sales activities
• Prepare clear and professional correspondence, letters, presentations, proposals, quotations, contracts, addenda, and other sales documents to support client communications
• Organize and maintain filing systems for client records, contracts, proposals, correspondence, and event documentation to ensure easy retrieval and compliance
• Prepare meeting agendas, take minutes, and circulate follow-up actions to support effective team communication
• Conduct room availability checks and prepare quotations, proposals, and group booking documentation to support sales transactions
• Coordinate rooming lists, booking amendments, cut-off dates, deposits, billing instructions, and special arrangements to ensure accurate bookings
• Liaise with Reservations and Front Office teams to ensure accurate loading of rates, room blocks, VIP details, and guest preferences for seamless guest experiences
• Communicate room-related information accurately to relevant hotel departments to support operational readiness
• Maintain courteous, prompt, and accurate communication with corporate clients, travel agents, event organizers, wedding couples, and business partners to build strong relationships
• Follow up on pending proposals, contracts, deposits, rooming lists, menu selections, and other required documents to ensure timely completion of sales processes
• Escalate service concerns, booking discrepancies, or operational risks to the relevant Sales Manager or department head to mitigate issues
• Protect the confidentiality of client information, hotel rates, contracts, and business records to maintain trust and compliance