Job Purpose

The Administrative Assistant provides administrative and operational support to the Commercial Department, ensuring the smooth coordination of sales activities, client communication, quotations, contracts, reports, and commercial documentation. The role requires strong organization, attention to detail, and effective coordination with internal departments, suppliers, travel partners, and clients to support the company's business objectives.

Key Responsibilities

• Provide day-to-day administrative support to the Commercial Department.
• Prepare, format, and maintain commercial documents, quotations, proposals, presentations, contracts, and correspondence.
• Assist the sales team with preparing quotations and proposals for FIT, groups, corporate clients, travel agents, and tour operators.
• Maintain accurate and up-to-date client, agent, supplier, and business partner records.
• Handle incoming emails, correspondence, and commercial enquiries and ensure timely follow-up.
• Coordinate with Operations, Reservations, Finance, Contracting, and other departments to obtain required information for quotations and client requests.
• Assist in preparing rate sheets, product information, promotional materials, and sales documentation.
• Update and maintain commercial databases, CRM systems, spreadsheets, and filing systems.
• Assist with the preparation of weekly, monthly, and annual sales and commercial reports.
• Monitor pending quotations, bookings, contracts, payments, and other commercial follow-ups.
• Schedule meetings, appointments, sales calls, presentations, and business events for the Commercial team.
• Prepare meeting agendas, minutes, action points, and follow-up documentation when required.
• Assist with the organization of sales visits, client meetings, trade shows, exhibitions, and familiarization trips.
• Maintain proper filing and documentation of contracts, agreements, correspondence, and commercial records.
• Assist with invoice-related administrative follow-ups and coordinate with Finance when required.