Meeting & Events Office Manager

The Galmont Hotel & Spa , part of the MHL Hotel Collection are currently recruiting for a Meeting & Events Office Manager to join our fun and dynamic team

POSITION Meeting & Events Office Manager

DEPARTMENT Meeting & Events

REPORTS TO Director of Sales & Marketing

PRIMARY OBJECTIVE OF POSITIONS

• Selling and co-ordinating Conferences, Weddings, Private Dinners, Lunches, and other private functions from the initial booking stage to the end of the specific event.
• Involvement in all functions of the Meeting & Events Department. Ensure that all conferences, meetings, weddings are coordinated and managed within client expectations. Upsell client events and manage function space and room block inventory to maximise hotel profit. Ensure hotel and client fulfil group contractual commitments.

TASKS, DUTIES AND RESPONSIBILITIES

• Sell and co-ordinate Conferences, Meetings, Seminars, Weddings, Exhibitions, Product Launches, Private Dining and other private functions from the initial booking stage to the end of the specific event.
• To be the first point of contact for all Conference Enquiries via telephone, e-mail and any other channels
• Represent the Hotel at relevant events and showcases.
• Build and maintain relationships with a wide array of customers.
• Maximise revenue and guest satisfaction by responding to all Meetings & Events enquiries.
• Ensures own function operates within cost restraints. To produce detailed function sheets for each event and to send out in a timely fashion – to then work in collaboration with our operations team to ensure the delivery of the event exceeds our client's expectations.
• Negotiate food and beverage prices, function space and hotel services within approved departmental booking guidelines.
• Manufacture and issue contracts and quotations in a timely manner.
• Plan, organise and carry out site inspections and familiarisation trips as required.
• Plan and conduct pre-event and post-event meetings with clients.
• Supports the Sales teams in generating leads and referring business by analysing current business, denied business and identifying potential new business through the office.
• Ensure all administration work is complete, follow up calls, issuing contracts, responding to information requests.
• Ensure appropriate billing, credit and contract arrangements are made, in line with hotel policy, for all quotes, bookings and contracts. Liaises with the Accounts Payable Department regarding credit issues.
• Assist in the preparation of the annual departmental operating budget and financial plans. Weekly reporting to include yearly forecasting.
• Monitor budget and upsell products and services while minimising waste to increase revenue.
• Yield Management,
• Assist and support Director of Sales and Marketing with ad-hoc tasks that may arise within the department.
• Communicates with Front Office Manager, Rooms Division Manager of all group VIP’s for appropriate treatment.

General Abilities:

• Ability to prioritize in a fast-paced environment.
• Team player.
• Proficiency in Opera and Hotel Systems.
• Accuracy and strong attention to detail.
• Flexibility in day-to-day job demands, remain focused when priorities and practices changes.

Job Types: Full-time, Permanent

Benefits:

• Employee assistance program
• On-site parking
• Wellness program

Ability to commute/relocate:

• Galway, CO. Galway: reliably commute or plan to relocate before starting work (required)

Experience:

• Event Organisation: 2 years (required)

Work authorisation:

• Ireland (required)

Work Location: In person