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Catalog update in Whatsapp business account

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I have been tasked with updating the account by uploading all relevant materials, such as travel package flyers, to the catalog section of the Whatsapp business account.

We have received the pricing rates from hotels in China, so I need to create a travel package for Guangzhou to publish and sell to the customer.

By the end of the first week of June, I had successfully completed three Guangzhou travel packages.

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Assalamualaikum and hi everyone! I'm Nurul Iza Syafiqa Binti Ishak with matric number 280665. I am doing my practicum at UUM Travel & Events in Sintok, Kedah. It is one of the subsidiary company under Uniutama Management Holding Sdn Bhd. In this platform, I will share my practicum journey and experiences throughout 4 months of this practicum journey. Enjoy your reading :)

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Offer letter and form to fill the personal details

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I arrived at the headquarter Uniutama Management Holding Sdn Bhd at 9 am as I was told to report duty. I felt slightly nervous as I cant even imagine what is going to happen after this, what type of person I will meet and many more.

I was given a form to fill the personal details and a staff number that represents staff individually. My staff number ID is 9245.

Puan Jaezah gave little briefing regarding the general matters and policies that must be followed by practicum student throughout 4 months of practicum.

After completed the briefing, I went to the department where I has been place which is UUM Travel and Events at 10am.

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The photobooth decoration facilitated by the staff with a touch of assistance from me. 

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On my first day, I received a warm welcome from the Human Resource Manager, Puan Fatihah, who then introduced me to the Executive Operation Puan Ana, Mr Fahmi who is Front Office Manager and my supervisor, Puan Sharliza, the Operation Manager.

During my orientation, I gained experience in managing incoming parcels from couriers for international students and handling room bookings at The University Inn.

Additionally, I assisted in decorating the office for the Hari Raya-themed by searching, printing, and laminating alphabet papers.

I learned to address complaints from international students, such as water leaks in their rooms, by coordinating with the maintenance team and relevant authorities for swift resolution.

Furthermore, I was assigned to locate a duplicate key for a missing room, which I successfully found after nearly an hour of searching.

As part of my training, I also learned by observing Mr Fahmi handled guest check-ins and room payments.

Lastly, I contributed to the documentation of Hari Raya celebrations by recording videos and taking photos.

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Arrange invoice copies by categorizing them according to departments.

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Do some research regarding the viral beaches and islands in Indonesia or a must visit places among tourists.

Make copies of ticket invoices, organize each of invoice based on department and scan to forward for the Executive Operation.

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One of the seven flyer packages for trips to Yogyakarta, which I designed.

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I have to manage the package/deliver the package to the international students who stays in The University Inn.

I was given a task to draft a notice for all residents of The University Inn concerning the updated waste disposal area and scan to forward it to the operations manager and operations executive.

Compute the markup prices for hotel rates and create promotional flyers for travel packages in Yogyakarta.

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One of the flyers package to Bali designed by me. 

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I was given a task to create a notice for The University Inn residents regarding their abandoned vehicles in the parking area.

I was assigned the task of creating flyers for holiday packages in Bali and Surabaya. For each package, I need to increase the price by 10%. In total, there are 17 flyers, including 9 trip packages to Bali and the remaining ones to Surabaya.

The executive operations staff instructed me on booking Maraliner bus tickets for customers using the website.

I assisted in coordinating the Eid Aidilfitri celebration with the residents of University Inn on the last day of April. This included decorating the outdoor photo booth, preparing food for the guests, and ensuring the smooth flow of the program.

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All staff of UUM Travel & Events during Hari Raya Celebration with UUM Holding

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The task for my second month of internship was began by designing travel flyers to Kota Kinabalu.

I've begun receiving room payments through various methods such as cash, card, and EFT. For cash transactions, I simply write out a receipt. However, for card payments, whether it's through Union Pay or a debit card, I must print two payment receipts from the machine and provide one copy of the settlement for the company. In cases where guests opt for EFT payments, they're required to send the payment receipt to the company's mobile number. Upon receipt, we print and clip it together with the written receipt. At the close of each day, it's imperative that staff deposit the day's cash collections into the bank.

Once the Kota Kinabalu travel package flyers are designed, I printed, laminated, and then displayed at display area in office to potential customers.

On the final day of the first week, we participated in the "Jamuan Raya" organized by UUM Holdings. The event's theme was "Melayu Klasik," so we adorned our laksa booth accordingly. Additionally, each team member dressed in attire relevant to the theme. We were delighted when our company was announced as number 6 for the most creatively decorated booth.

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I was assigned the task of designing poster flyers for trips to Krabi-Hat Yai, and Hat Yai-Songkhla. after completed designing the the flyers, i upload them in my social media, blast it to the Whatsapp group of UUM students to promote the package.

Additionally, I was assigned to make copies and organize invoices and flight tickets copies for the Operation Executive.

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After distributing all the travel packages, I received a few inquiries via WhatsApp since my number was provided on the poster. It was my first experience engaging with potential customers and convincing them to purchase our Hatyai package. Additionally, I was tasked with designing new flyers for travel packages to Patthalung, a destination abundant in natural beauty.

When the front office staff is absent, I am tasked with taking over their duties for the day. During this time, I receive several reports from guests regarding the facilities provided in their rooms. Upon receiving these reports, I document them in a form and promptly inform the maintenance team to address or inspect the issues.

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I received a report from three students stating they were paying RM 1400 to the room owner, while the correct rent is only RM 900 per month. Upon checking the resident list, we discovered that a resident sublet her room to new students without our permission. We need to address this issue with the owner and issue a warning.

As usual, I am responsible for managing the monthly and daily rental payments at The University Inn.

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Visiting STHEM Dean for a discussion about alumni program

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I proceeded to complete four additional travel packages for Guilin, Beijing, Xi'an, and Kunming.

Additionally, I handled administrative tasks, including making copies of the claim form of the staff, invoices of flight ticket and hotel booking.

Visit and meeting with the Dean's of School Tourism Hospitality and Event (STHEM) about the collaborate of event Welcoming Home on October 2024.

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Finish designing the China travel package and send it to the team for review and corrections.

Received an updated package regarding the program collaboration with STHEM. Create a new package based on the destination that was provided by them.

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Inform the maintenance about report made by guest

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After gathering all the necessary details, including the time and price, I proceeded to edit and update the poster for the "Sirih Pulang ke Gagang" program. Once I was satisfied with the edits, I sent the poster to the staff for review to ensure no further corrections were needed. The staff will calculate the total cost of all activities before providing a specific price offer to customers.

I was assigned to create a new trip package to Langkawi for a group of teachers, scheduled for July.

Every day, guests report issues with the facilities in their rooms. When I receive a report, I inform the maintenance team via our WhatsApp group and complete a maintenance request form. Once the maintenance team has resolved the problem, they update the same form with the details of the work they performed.

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Final tentative after getting the mutual agreement from customer and service provider

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I began this week by reporting to maintenance about the issues raised by the guests. There have been numerous problems in the guest rooms this week.

After my manager met and discussed with the client who wants to go to Langkawi, there are a few changes I need to make to the itinerary based on their requests. from this, I learnt that to satisfy customers is not an easy task.

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On the first day, I take care of the room payment and notify the maintenance team about the guest's damage report.

Receive parcels from the courier and deliver them to the residents of Uni Inn. Additionally, sell filtered water to customers upon request.

On the third day of this week, I made an error known as a "receipt jump" while writing a receipt for a guest's payment. I felt relieved after informing the staff, who assured me it was a minor mistake that could be noted in the sales collection report for the audit process later.

Additionally, I sold ferry tickets to Langkawi from Kuala Perlis to a customer from India. The ticket purchasing process was surprisingly easy, even for a beginner like me.

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Due to the high revenue our company generated last year, UUM Travel & Events has been awarded a new project by UUM Holding: the furniture replacement project in Inasis. The manager needed to present our capability in handling this project to the Chairman of UUM Holding, so I was tasked with preparing the presentation slides.

The presentation included sections on the introduction, budget, management flow chart, and more. I had to edit the flow chart according to the CEO's requirements.

I also sold a bus ticket to an international customer from Dubai, traveling to TBS. To purchase the ticket, I had to use a website that is accessible only to registered agent companies. For both bus and ferry tickets, we mark up the price by RM 3 each.

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The start of foundation student registration this week has made us quite busy. Our company is responsible for managing all the furniture in the residential halls (inasis) of Laluan A and B, which includes 10 inasis.

We need to replace, renovate, and repair the broken furniture in the rooms. I am responsible for preparing and filing the data on damaged furniture, organizing it by block and inasis for the maintenance team.

Additionally, our company received a new customer request for a trip to Vietnam and Chiang Mai. I had to create and design flyers with a complete itinerary before distributing them.

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I had the opportunity to serve as a tour leader for a 2-day, 1-night trip to Langkawi with a group tour. My responsibility was to ensure that everything ran smoothly until the end of the trip.

Upon our arrival at Jetty Kuah, we were greeted by the tour guide we had hired for this trip. We then proceeded to a restaurant for lunch. Along the way, the tour guide shared with us the legends of Langkawi.

Places we visited on first day:

1. Maha Tower

2. Shopping at Toko Batik Langkawi

3. Visit and shopping at Gamat Factory

4. Enjoy sunset cruise

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Tour guide tell stories and legends about Langkawi history for us

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Distributing room key cards for the participants

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After breakfast, we checked out of the hotel and headed to our next destination.

Places visited on second day

1. Kilim Geoforest Park

2. Visit Gua Kelawar

3. Visit floating market to see various types of fishes

4. Shopping at Rams

5. Shopping at Haji Ismail Group

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Floating restaurant to see big size of fishes 