» Web Design Promotion Supervisor
» Web Designer
» Web Promotions Analyst
» Affiliate Sales Supervisor
» Affiliate Sales Analyst
» Content Development
» Inventory Management Department
» Research / Page Design - Job Duties
» Inventory Update Analyst
» Competitive Pricing Analysts
» Inventory Supervisor / Auditor
» Inventory Manager
» Accounting Group Manifesto

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Web Design Promotion Supervisor

1. Maintains existing web site content current; supervises web promotions staff to promote the websites.
Deliverables: Schedule of site maintenance, Promotions reporting.
2. Initiates and organizes the development of new web sites, building necessary themes and content, then implements them on HotelQuest servers.
Deliverables: Checklist for new web sites, ftp access logs and update status of work.
3. Measures the performance of each website deployed and produces reports to inform management of performance.
Deliverables: Performance reports, communication with management.
4. Manages development and placement of promotional materials for these sites including banners, panels, buttons and smart banners etc..
Deliverables: Placement Schedules, Promotional material inventory, Promotions pages, and promotions monitoring.

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Web Designer

1. Design graphics and text elements for web sites as requested.
Deliverables: Request roster and checklist of items produced, work reports.
2. Take responsibility for sites assigned to determine update requirements.
Deliverables: Site reports, requirement proposals.
3. Review webmaster emails for improving sites.
Deliverables: Create email followup logs, respond to emails within 24 hrs.
4. Evaluate the competitive web content available and recommend and implement approved ways to improve and maintain our superior competitive position.
Deliverables: Competition analysis reports, Recommendations and implementation.
5. Make modification as requested by the promotions staff to increase click through rates.
Deliverables: Promotion Optimization reports and logs.

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Web Promotions Analyst

1. For sites assigned, improve site content to make it more appealing for search engine an directories.
Deliverables: Update assignment roster, Checklist for processing sites for optimization
2. Submit according to the submission plan for the site.
Deliverables: Submission logs
3. Measure click throughs and positioning of the sites producing reports to measure progress.
Deliverables: Click through and sales progress reports by site.
4. Prioritize activities to impact the largest number of click throughs and sales transactions.
Deliverables: Maintain task list.
5. Help initiate new sites by staying updated on what customers are searching for.
Deliverables: Search term research report.

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Affiliate Sales Supervisor

1. Initiate, develop and manage affiliate outreach campaigns.
Deliverables: Maintain campaign list and status, position papers to initiate new campaigns and requisition resources to deploy them.
2. Develop materials, sites, resources and support information for affiliates to quickly transition from being prospects to partners.
Deliverables: Resource packet for affiliates, resource site, communications materials including letters and press releases.
3. Support affiliates with responses to questions and communicate with other operating departments to get them support.
Deliverables: Template letters to respond to issues, respond to affiliates in less than 24 hrs.
4. Ensure that affiliates are satisfied with our service, co-ordinating with US management to gain assistance to do this.
Deliverables: Do biannual satisfaction surveys, communicate with affiliates that are producing lower performance, communicate with affiliates that have larger potential to produce based on our site presence on their sites.
5. Monitor the production of affiliates and work with those that want to increase their business.
Deliverables: Production reports, site evaluation checklist for affiliates.
6. Inform management of changes or expected changes in affiliate sales production.
Deliverables: Timely communication.

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Affiliate Sales Analyst

1. Research sites for suitability to approach for partnership, communicate with appropriate staff that update the site, work with staff to ensure sites display Hotelquest inventory appropriately.
Deliverables: Work progress report by site.
2. Follow up on site registrations to help site managers to begin selling HotelQuest inventory.
Deliverables: Prompt response to registrations, progress report on registrations.
3. Evaluate the performance of affiliates as instructed.
Deliverables: Performance evaluation checklist / report.
4. Contact affiliates as instructed to improve their production.
Deliverables: Affiliate work reports.
5. Announce affiliate promotional campaigns and help affiliates understand the benefit of promoting them.
Deliverables: Communication with affiliates, contribute to the bell hop news letter, make promotion participant reports.

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Content Development

1. Responsible for timely development of effective newsletters that achieve the communication goals of the company.
Deliverables: Publication schedule and report.
2. Requests and obtains topics from the US staff, researches topics, develops contents, gets approval from required department heads, and supervises the delivery of the news-letters to their audience.
Deliverables: Co-ordination and approval emails.
3. Measures the effectiveness of the newsletters based on audience response and click through results.
Deliverables: Click through report, Participation reports

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Inventory Management Department

Research / Page Design - Job Duties

1. Research data for hotels assigned and produce content for the hotel information pages in a consistent and standardized manner. Complete quality checklist for work completed.
Deliverables: Sites, content and checklist.

2. Communicate with US operation and hotels requesting appropriate information if data is not available through online research. Otherwise send completion approval requests to hotels when sites / content is complete.
Deliverables: Standardized approved emails and their use.

3. Maintain an online log of all work coming in so that the current stage of each hotel being worked on is maintained.
Deliverables: Create project url and update it daily.

4. Upon hotel approval of sites activate them on Pegasus, assigning appropriate hotel names and priority rating as requested by the US staff.
Deliverables: Maintain online status log, communicate with hotels using standard communication.

5. Co-ordinate with the Inventory Audit Supervisor to ensure that product being produced is acceptable aesthetically and recommends improvements to all areas of work to ensure that HQ is superior to competition.
Deliverables: Recommendations and co-ordination

6. Perform other work as requested for the success of the team.

7. Maintain a daily activity log by person.
Deliverables: Daily activity log.

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Inventory Update Analyst

1. Handle inventory change requests urgently and submit them for zero defect audit.
Deliverables: Checklist / Submission Form, Maintain update status on line.

2. Input inventory for new hotels and produce completion alerts. Generate completion reports weekly.
Deliverables: Checklist / Submission Form, Maintain update status on line.

3. Co-ordinate with the design team to ensure that sites for the new hotels are complete before inventory input.
Deliverables: Co-ordination, review of Designer status reports.

4. Make recommendations for improvements to all areas of work to ensure that HQ is superior to competetion.
Deliverables: Make written recommendations

5. Perform other work as requested for the success of the team.

6. Maintain a daily activity log by person.
Deliverables: Daily activity log.

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Competitive Pricing Analysts

1. Process pricing queries on defined sites comparing our price to others selling the product. Generate reports as defined and maintain them online for review.
Deliverables: Pricing reports, following predefined procedure to generate them.

2. Make recommendations for improvements to all areas of work to ensure that HQ is superior to competition.
Deliverables: Make written recommendations

3. Perform other work as requested for the success of the team.

4. Maintain a daily activity log by person.
Deliverables: Daily activity log.

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Inventory Supervisor / Auditor

1. Ensure that update work is being done on a timely basis (less than 24 hrs) and produce online status report of the work in process and performed.
Deliverables: Supervision and Report management

2. Ensure that new hotel sites are produced on a timely basis (less than 72 hrs) and the content information meets HQI quality standards.
Deliverables: Supervision and Report Generation

3. Produce reports of City by city availability over 12 months into the future to ensure that adequate inventory is available with special focus on large and strategic locations.
Deliverables: Inventory Report, Actions related to ensuring availability.

4. Communicate with hotels by emails and faxes requesting help with any inventory problems. Use only approved communication for an mass outreach programs. Message types (Must be approved by Rene Pouteau in the US)
a. Requests to add inventory of dates our system has sold out.
b. Requests to add inventory when it is about to expire.
c. Request to update rates during special periods
d. Requests to hotels that continually deny our reservations and respond with sold outs.
e. Other messages as required

5. Make recommendations for improvements to all areas of work to ensure that HQ is superior to competition.
Deliverables: Make written recommendations

6. Perform other work as requested for the success of the team.

7. Maintain a daily activity log by person.
Deliverables: Daily activity log.

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Inventory Manager

1. Ensure that the department's work is being done on a timely and accurate (ZERO DEFECT) basis. Further ensure that all defined reports are being produced.
Deliverables: Supervision

2. Co-ordinate with the US operation regarding Inventory operations and sales activity supporting both as requested.
Deliverables: Communication

3. Initiate campaigns to maintain standards of availability and hotel presence and implement them consistently.
Deliverables: Actions related to developing and enforcing standards.

4. Communicate with hotels by emails and faxes requesting help with any inventory problems. Use only approved communication for an mass outreach programs
Deliverables: Prompt and effective communication

5. If department is falling behind in work then the manager assists the appropriate group to catch up with the work and meet corporate objectives.
Deliverables: Ensure delivery standards helping when necessary.

6. Recruits and maintains a motivated staff to accomplish department objectives within budgeted parameters. Recommends adjustments to budget as necessary.
Deliverables: Recruit, and maintain staff, make recommendations

7. Make recommendations for improvements to all areas of work to ensure that HQ is superior to competition.
Deliverables: Make written recommendations

8. Perform other work as requested for the success of the team.

9. Maintain a daily activity log by person.
Deliverables: Daily activity log.

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Accounting Group Manifesto

Responsible for bank reconciliation, and receivables accounting.

1. Creates and maintains bank reconciliation including current status of each bank account assigned.
Deliverables: Maintain reconciliation and payment log, provide daily reports of funds in accounts, report and research any suspicious payment activity.
2. Maintains the status of receivable and other current asset accounts, handles billing on receivables, maintains receivable aging.
Deliverables: Prompt billings on receivables, Receivables aging

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Revenue Audit Accountant

Responsible of daily and period end revenue reconciliation

1. Track system revenue and compare it with collections on a daily basis. Find discrepancies and report their breakdown immediately.
Deliverables: Daily revenue reconciliation, Mth to date column as well.
2. Research Charge-backs and supply detailed data for hotel follow up by support and US accounting staff.
Deliverables: Charge-back reconciliation, Charge-back research report within 24hrs of Charge-back receipt.
3. Provide adjusting entries at month end for bank reconciliation.
Deliverables: Monthly adjusting entries
4. Review rates being entered into the system.
Deliverables: Maintain log of each rate reviewed.. with signoff

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Payables Accountant - Charge Cards

Maintain a reconciliation of credit card charges to corporate cards

1. Research credit card bills and reconcile them to credit card authorizations issued by the support department. Create and exception report of each non authorized or incorrect charge.
Deliverables: Credit card reconciliation, exception report
2. Resolve non authorized charges with hotels and vendors and /or co-ordinate the same with charging parties.
Deliverables: Charge problems report.
3. Maintain information on credit card limits and ensure that the charge activity is within limits by informing support and executives when cards approach limits.
Deliverables: Charge card alerts

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Payables Accountant - Hotel Bills

Maintain an audited record of hotel billings and accounts payable aging.

1. Time stamp and archive hotel invoices upon receipt.
Deliverables: Electronic or physical filing system by invoice number assigned by us.
2. Research each hotel invoice, associating our transactions with the invoice to determine if the billing is correct.
Deliverables: Research response for invoices and spreadsheets of invoice reconciliations.
3. Enter researched invoices into the payables system, generate aging reports and alert management to payment problems.
Deliverables: Maintain data current, aging report, management alerts
4. Generate reject reports for further research by accounting supervisor.
Deliverables: Hotel invoice reject reports.
5. Generate check requests as instructed by supervisor and US executives.
Deliverables: enter check requests in the QuickBooks accounting system

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Assistant Accounting Manager

1. Help each accountant to complete their Deliverables successfully as necessary and ensure that there is enough cross training to assure that the work assigned to the group can be completed.
Deliverables: Create review checklist of each accountant, report on work not being done, coordinate with, and train accountants.
2. Review invoice reject report and co-ordinate resolution with US staff or hotels as instructed.
Deliverables: Hotel Invoice Reject Report submitted to US staff.
3. Record and manage accruals of standard and re-occurring entries to the financial statements, including but not limited to balance sheet items.
Deliverables: Provide monthly adjusting entries for financial statements as directed.
4. Help create automation specification and audit the affiliate commissions report.
Note: Until this is automated.. we may need additional staffing to ensure this is done on a timely basis.
Deliverables: Audit sheets for affiliate commission reports.

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Accounting Manager

1. Enforce and maintain strict confidentiality of financial data and related information.
Deliverables: Communicate and ensure conformance with confidentiality policy.
2. Ensure adequate staffing and performance on department objectives.
Deliverables: Recruit, cross train, evaluate performance, salary adjustment proposals, co-ordination inside department.
3. Report to US staff as requested.
Deliverables: Maintain log of request and complete on a timely basis.
4. Generate financial statements as requested.
Deliverables: Financial statements.
5. Work with other departments as required to accomplish departmental objectives.
Deliverables: Attend and help with interdepartmental tasks.
6. Audit work of other departments as requested.
Deliverables: Reports as needed