Conference and Events Sales Executive

Title: Conference and Events Sales Executive

Place of Work: Conference Sales office at the Cork International Hotel/The Metropole Hotel

Report To: Conference and Events Sales Manager

Scope and General Purpose:

To analyse and generate all relevant business for The Metropole Hotel/The Cork International Hotel. Quality and quantify all business appropriate to the hotel and seek advice from the Conference and Events Sales Manager. Liaise with all clients, ascertaining their requirements and coordinating these needs to ensure the successful execution of all events (large or small) at the hotel.

Sales Tasks:

• To ensure that all email and phone enquiries for meeting and events at the hotel are answered within 2 hours of receiving the detail (this applies Monday - Friday)
• Taking responsibility when creating both individual and company profiles in Guestline to include all details from Company Name | Full Address | Company Contact Name | Contact Landline/Mobile | Company Email Address
• Co-ordinating weekly tele sales calls as directed by the Conference and Events Sales Manager to past events for repeat business or cross-promotion of our sister hotels "Cork Airport Hotel" and "The Metropole Hotel Cork".
• Help co-ordinate all wedding business for the Cork International Hotel
• Assist with the delivery of Wedding showcases at the Cork International Hotel each year
• Do all site inspections to the standard of the SOP created by the Conference and Events Sales Manager and Group Corporate & MICE Sales Manager
• To assist with external shows and attend Trade Exhibitions and consumer shows to promote Trigon Hotels (mainly Leisure focused & local MICE) when requested
• To be constantly aware of new business opportunities and action these.

Administrative Tasks:

• Report on weekly & monthly C&E sales activity and revenues for the hotel to the Conference and Events Sales Manager
• Updated Business on the Books report to the relevant departments on a monthly basis
• Help prepare and assist on monthly forecast reports for the hotel for C&E revenues
• Co-ordinate and apply the new Trigon Hotels Monthly Meeting Room Occupancy report into your daily activities for the hotel.
• Updating Trigon Hotels CRM system with all enquiries / all bookings / all sales leads / all individual contact details
• Updating PDF event menus and brochures when required
• Preparing promotional collateral (i.e. posters, leaflets etc) using Canva
• To monitor and control provisional and confirmed events bookings and ensure they are confirmed with us and that no double bookings occur.
• To ensure every event in the hotel receives an event contract (all bookings) which must be signed by the client.
• To ensure that all necessary office stationery requirements are in place.
• Updating company profiles in Guestline with client notes & requests
• Request Weekly Feedback from all clients booked through the Conference & Events Department

Guest Relations:

• To respond to all guest's requests in a prompt efficient manner and follow-up to ensure the guest is satisfied.
• To show the client the various facilities available, advising and discussing the merits of the various options. To discuss the function with a client, ascertaining and noting his exact needs.
• To advise and discuss the choice of menus.
• To advise and discuss alcoholic and non-alcoholic beverage requirements.
• To advise and discuss table plans or conference/meeting setup
• To ascertain what entertainment, if any, is required.
• To ascertain what table appointments / decoration, e.g. flowers, are required.
• To confirm the availability of the facilities required.
• To confirm all details in writing to the guest by either email or postal.
• To ensure where possible that all meeting and events space is setup in an appropriate fashion for all site inspections to ensure that best possible out-come and presentation
• To ensure that all the equipment requested is in position and in working order, particularly AV & Sound Systems.
• To ensure that water jugs, glasses and refreshments are replenished at regular intervals.
• To be available to liaise with organisers at all times during a conference if needed.
• To ensure that the requested refreshments are served on time and presented to PPP standards.
• To co-ordinate and ensure that all guest satisfaction is checked continuously throughout their stay or event at the hotel.
• To deal with any customer complaints as per the Service Recovery policy in the Standard Operating procedures, ensure supervisors or managers are made aware of the situation
• To make any subsequent changes to an event are made on a management request.
• Team Awareness:
• Attend weekly HOD meeting in the absence of the Conference & Events Sales Manager
• To up-date status board and advise all departments once a New Booking or Updated Function Details are received in a timely manner.
• To assist or help assist the Conference and Events Sales Manager, the Food & Beverage Manager and the team during all larger events & functions
• To ensure the cleanliness of all conference and function rooms liaising with the hotel events team on this

Benefits:

• Competitive rate of pay
• Relocation Assistance
• Access to our Company Pension Scheme
• Death in Service Benefit
• Employee referral bonus
• Friends & Family discounts across our restaurants
• Special rates in our hotel accommodation
• Paid internal and external training days
• Access to Trained Mental Health First Aiders
• Team Member Social & Wellbeing Events
• Team Member Annual Awards, Service Recognition, Monthly Team Member of The Month
• Meals on Duty
• Assistance with Leap Cards