Position: Meeting & Events Manager
Reports To: Senior Meeting and Events Manager
Scope and Purpose of the Role: To be accountable for the coordination of all meetings & events in the hotel, working to ensure all opportunities are maximized; in addition to meetings and events, the individual appointed will also be responsible for group ad hoc, tour groups and golf groups when the need arises ensuring exceptional customer care is achieved at all times and to maintain standards in your area in order to facilitate the smooth running of the operation.
Responsibilities will include but are not limited to:
- Primarily to deal with Conference, Corporate & Events, this role must also deal with any event requested by the Director of Sales
- Product Knowledge – To be completely familiar with the hotel facilities.
- Responsible for delivering and exceeding customer expectations both on the telephone and in person.
- Sales responsibilities involving showing potential customers around the hotel and up selling every department therein.
- Preparing and maintaining administrative documentation with respect to corporate and social events, implementing proper filing procedures and ensuring computer system is update and accurate at all times.
- Production of a forecast sheet for all events business, updating on a weekly basis and briefing at sales meetings.
- To always follow through any sales leads.
- To sell and promote the hotel professionally to all incoming enquiries.
- To research all leads/companies as specified by the DOS.
- Deal with incoming enquiries with regards to conferences, meetings and all other groups and ensure that all potential clients are dealt with within 8 working hours of the enquiry arriving at our business.
- Research and develop new business and maintain contact with existing users to maximise repeat usage.
- To carry out test calls to competitors for price comparison purposes
- To assist with special promotions
- To assist in hosting and organising hospitality events to major clients
- To ensure conference and banqueting bookings are taken correctly and entered onto Hotsoft.
- To issue updated function sheets daily.
- To issue weekly function sheet pack in a timely manner so all other stakeholders in the business have visibility of upcoming business.
- To order the audio-visual equipment for the conference and banqueting department as required. Also, to develop a resource list of recommended external services, including florists, photographers, videographers, musicians etc.
- To compile and maintain the client database for the purpose of sales mailshots.
- To compile the relevant pro forma invoices to correspond with invoices from accounts.
Health & Safety Responsibilities:
- To fulfil your obligations under the Health & Safety at Work Act 1989 and any revisions or additional legislation made thereto.
- To ensure that reasonable care is taken for health and safety of yourself, other employees, guests, and any other persons on the premises.
- To keep work areas tidy and safe and report any hazard, loss, or damage to management.
- To observe all safety rules and procedures, including those laid down in the Health & Safety Statement.
- To carry out and promote fire and accident/other safety drills as directed by the hotel safety officer.
- To participate in all Health and Safety training scheduled for you and your team.
To carry out any other duty within reason which may be requested by your direct line manager or General Manager.
The Job Description is subject to change but if it is necessary to make any changes you will be notified in advance, and they will be discussed with you.