Project Administrator

The Celtic Collection Job Description DEPARTMENT Corporate Relations / Sales Team POSITION Project Administrator GRADE Team Member REPORTS TO Regional Sales Director Note: This job description in no way states or implies that those duties listed below are the only ones to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their relevant Manager. POSITION OVERVIEW The Project Administrator provides essential administrative and organisational support to the Sales Team and Regional Sales Director. This office-based role focuses on keeping the team organised, ensuring smooth day to day operations, and assisting with all sales-related projects and activities. Focusing on VIP site visits and stays, the role is detail-oriented, proactive, and supports the team in a busy, fast-paced environment. The administrator supports in planning and organising all familiarisation and hospitality events, managing invitations, responses and planning on behalf of the sales department. They will fully organise these events and produce detailed timelines, marketing requests, event orders and ultimately support in managing the event when on site. The role must complete mandatory daily, weekly, monthly and yearly tasks on behalf of the sales department including, but not limited to taking minutes at meetings, credit card returns, monthly internal payment accounts, stock takes, sales cost budget tracking and collection partner spend tracking This role is highly supportive and involves working closely with the sales managers and Regional Sales Director to keep the team running efficiently. The Project Administrator handles the day-to-day administrative foundation that allows the sales team to focus on revenue, strategy, and client relationships. GENERAL Responsible for helping to maintain a guest-focused culture which support the values expressed in the Collection Ambition and the Collection’s business goals of profitability and service quality. Establishes and maintain effective and positive relationships within the team as well as other departments. Complies with the Collection’s Health and safety, Hygiene policies as well as all other Collection policies and procedures. Report all situations that may present a danger to guests or staff immediately to the relevant people and take action to rectify the situation if possible. To ensure that resources are used effectively, minimising waste to protect our environment and to reduce costs. To perform related duties and special assignments as and when required. JOB FUNCTIONS Communication Responsible for communication through effective writing, speaking and listening skills. To encourage employees to actively participate in our progress through decision making and ideas. Responsible for regular dissemination of information which is to encompass organisational and individual activities. Standards Responsible for establishing and maintaining all Standard Operating Procedures (SOPs) within their department(s), including but not limited to employee, guest, financial and health and safety objectives. Delivery Administrative Support Manage diaries, book meetings, and assist with scheduling for the Sales team and Regional Sales Director, including organising travel arrangements, accommodation, flights, travel planning expenses, and itinerary details, Prepare, meeting agendas, take minutes and follow up on action points at all sales meetings Handle general email correspondence, document formatting, printing, and filing. Sales Team Support · Ensure that all information regarding companies, contacts, agents, new leads are completed in CRM system. Help prepare presentations, meeting packs and internal documentation. Support the coordination of client visits, and events, by managing invite lists and RSVPs Assist with sales data entry and maintain up-to-date records of client information, contact lists, and sales materials. · To handle all calls in the absence of the Sales Team when they are unable at trade shows Project Assistance Provide administrative support for sales projects and initiatives. Assist with timelines, task tracking, and gathering required documentation. Help coordinate communication between departments, hotels, and stakeholders. · To effectively manage all ‘Familiarisation’ visits from concept to completion. Booking suppliers, hotels and venues and liaising with Marketing on materials required. · To assist sales team in providing reports and updates on current status with regards to targets/budgets. · To efficiently maintain a working diary of tasks and reminders in accordance with out yearly schedule of events. Office Coordination Order supplies, maintain office organisation, and support general office operations on a daily basis. Maintain stock levels of client gifts in co-ordination with the marketing team Act as a key point of contact for internal admin requests from the sales team. Support onboarding tasks for new sales team members (e.g., setting up folders, basic systems). · Manage and check sales accounts and expenses weekly, monthly and year end · To carry out all tasks as directed by the Regional Sales Director and Senior Sales Manager, following a set list of daily, weekly, monthly tasks. Training Responsible for maintaining, setting and achieving training standards in conjunction with Human Resources and within set budgets. Leadership Responsible for communicating the overall Collection and departmental goals and objectives and ensuring all employees are motivated to achieving these. Checking Responsible for gathering information as required by the appropriate controls in place to determine achievement of key performance indicators. These controls include guest feedback, employee feedback, management feedback, financial performance and any other as required. Evaluation Responsible for compiling periodic reports based on the checking process. Responsible for analysing the information and applying management skills to determine outcomes, documenting these outcomes in the reports and communicating and distributing these reports within the department, to other departments and to Senior Executives. Innovation Responsible for taking the results of the evaluation and implementing changes to ensure continuous innovations and improvements are made within the department. Responsible for implementing these changes, communicating the changes as required, following up on the changes ensuring all controls and checking processes are in place to evaluate the success of the changes made. Responsible for monthly reporting on the success of the changes made.