Job Description

Sales Coordinator

Application Deadline: 20 June 2026

Department: Sales & Marketing

Employment Type: Fixed Term - Full Time

Location: Malta - Gozo

Reporting To: Assistant Sales Director

The Sales Coordinator is in charge of the office organisation. Assists in all administrative matters related to the Sales & Marketing department. The job of Sales Coordinator is executed satisfactorily when:

• The hotel achieves its Financial Objectives.
• The Sales team that the person works with achieves their revenue objectives.
• The person achieves their personal objectives.

Key Responsibilities

• Support the Director of Sales in their day to day activities and to assist them in achieving their personal and team objectives.
• Determine and implement the procedures and standards of an effective filing system.
• Provide adequate supplies of stationary and ensures that the following forms are used and kept updated at all times:

1. Timesheets
2. Purchase orders
3. Travel authorizations for business trips
4. Collateral reprint orders
5. Brochure supplies (office)
6. Holiday and sick leave
7. Expense forms

• Maintain and update inventory: control of all gifts and giveaways.
• Maintain an up-to-date operating manual of the department, incl. policies and procedures, rules and regulations.
• Compile reports and statistics by specific timeframes.
• Assist with the co-ordination of direct mail campaigns on behalf of sales and marketing, labeling, data collection and distribution of mail items.
• Ensure the efficient liaison between the sales office and other sales offices in sister hotels, including the distribution of our sales correspondence and collateral to other hotels.
• Annual contracting administration for corporate and leisure business.
• Ensure that store requisitions are submitted monthly.
• Ensure ordering of business cards.
• Ensure sensible and effective use of the telephone – all incoming calls promptly answered in an agreed manner.
• Ensure that calls are screened and dealt with in an appropriate way.
• All enquiries to be dealt with within 24 hours.
• Assist telesales research of existing/new clients within guidelines of Director of Sales / Director of Sales & Marketing.
• Sort all incoming mail for the attention of the Director of Sales and Marketing and Sales Department.
• Ensure the strict confidentiality of information passing though the office.
• Record minutes of all meetings conducted by the Director of Sales and Marketing and any others as when directed by the Sales and Marketing team from time to time.
• Maintain the highest standards of professional, ethics, and attitude toward all hotel guests, clients, and colleagues.
• Coordinate and assist in organising sales trips.
• Perform all duties and responsibilities in a timely and efficient manner in accordance with established company policies and procedures.
• Understand and strictly adhere to the rules & regulations established in the employee handbook and the hotel’s policy on fire, hygiene, health & safety.
• Ensure that all potential and real hazards are reported and rectified immediately.
• Understand and strictly adhere to the hotel’s employee rules & regulations.
• Perform any other duties as assigned to them by management.

Additional responsibilities and tasks can be added at any time according to the needs of the business and of the hotel.

Skills, Knowledge and Expertise

NATIONALITY: Eligible for a working permit in Malta.

EDUCATION: Equivalent to High School Diploma or Hotel Apprenticeship.

EXPERIENCE: Previous experience in 4/5 star hotels.

LANGUAGE: Ability to work and communicate in a multinational environment:

• English – excellent oral and written skills
• Local language – preferably with excellent oral and written skills in Maltese
• Additional language - beneficial

COMPETENCIES: To fill this position the candidate must have:

• Planning/organisation skills
• Adaptability
• Flexibility
• Initiative
• Creativity

TECHNICAL

COMPETENCIES: Computer literacy adapted to the field of Sales:

Strong computer skills, including Microsoft Office, (Excel/PowerPoint/Word) Micros Fidelio Opera and Sales & Catering

INDIVIDUAL

CHARACTERISTICS: To fill this position the candidate must identify with the Kempinski core values, in addition they should be especially:

• People Oriented
• Passionate for European luxury
• Entrepreneurial
• Straightforward
• Interest to develop in the Sales department
• Communication skills
• Attention to details