JOB DESCRIPTION
JOB TITLE: EVENTS MANAGERDEPARTMENT: SALES & MARKETING
PURPOSE OF POSITION
Responsible for contributing to revenue generation of Catering Events and execution of Conference and Events handed over by Sales. Responsible for adhering to the management standards and quality guidelines in the Department set by the Cluster Commercial Director.KEY ROLES & RESPONSIBILITIES
OPERATIONAL:- To handle and manage all incoming leads for the booking of guest rooms and/or meeting/catering functions
- Exceed personal sales goals, monthly, quarterly, annually, through account development and maintenance, and sales calls with Sales Manager if required
- Develop lead sources through prospecting, referrals, trace files, and cold calls
- Conduct site inspections with prospective and existing clients
- Develop and implement new sales strategies, tactics and action plans for account base
- Yield guestroom and function space daily to ensure optimum potential through the use of Opera and IDEAS system
- Within established parameters, quote and negotiate prices
- Responsible for preparing contracts that will go directly to the client for approval
Manage events from beginning to end, processing all the information pertaining to the booking to include but not limited to:
- Confirm electrical, internet, telecom, audio-visual and exhibit requirements
- Obtain guarantees of food and beverage events for Banquets and kitchen.
- Prepare creative menu proposals with the Chef while always keeping in mind food cost, labor cost and kitchen facilities
- Maintain and update current account information in Opera and hard files
- Responsible for continually monitoring and sufficiently washing guestroom block in order to ensure a more accurate forecast
- Ensure rooming list is received 30 days prior to arrival with updated billing instructions
- Ensure that deposits/cancellation fees where applicable are forwarded to Accounting
- Disseminate event information to the appropriate departments via memos, emails, banquet event orders, directives and rooming lists in a professional and timely manner
- Conduct and/or attend daily meeting to review event contracts to ensure last minute changes are communicated accordingly
- Conduct pre-conference meetings to ensure key departments fully aware of relevant details pertaining to group
- Maintaining visibility throughout the program by being on-site client liaison
- Follow up post-event to address any issues whilst soliciting return business
- Be knowledgeable of and enforce local and state regulations re: health and safety
- Attend departmental communication meetings and sales and operations meetings
- Establish good business and social relationships within the industry and participate in PR activities to increase sales leads for the department as well as the Hotel
- Prepare weekly, monthly, quarterly and annual reports as required. Assist with compilation of competitive intelligence information.
- To conduct sales calls with the team and set up appointments for personal sales calls, telemarketing and site inspections to all existing and potential accounts.
- To respond to all inquiries within 24 hours and to follow up to ensure the client has received the information and clarify questions.
- To ensure proper group handover is received from Rooms Sales for flawless execution.
- To ensure all relevant departments are updated of groups and events in the hotel, making sure resumes and BEOs are sent and group meetings are done in a timely manner.
- To follow up on lost business and bring information about them to the knowledge of the department superior.
- To be aware of all market trends and share it to team so that a collective action can be implemented.
- To attend international and local trade shows, roadshows and business trips to build and maintain strong relationship with clients.
- To maintain an efficient customer database system (OPERA), this is essential in generating sales activities report.
- To update customers with the latest developments in the hotel and inform hotel management of all changes in the customer profile.
- To seek out and target new customers, new sales opportunities and initiate action plan to secure new business for the Hotel.
- To assist Credit Department in following up all outstanding balances of accounts in a timely manner.
- To build and maintain good relations with all Accor Regional and Global Sales Offices.
- To be aware of all fire, health, safety, emergency and security procedures in the hotel.
- To keep the Cluster Commercial Director promptly and fully informed of all challenges or concerns so that corrective action can be taken on time.
- To adhere to the Department and Hotel’s standard operating procedures (SOP’s)
- To ensure strict confidentiality of information in the Department and Hotel.
- To carry out duties, projects and other assignments as required by Cluster Commercial Director.
FINANCIAL:
- To assist the Cluster Commercial Director in the preparation of the yearly catering revenue & expense budget.
- To actively support the Conference and Events’ financial and administrative activities to ensure that yearly revenue budgets are surpassed.
- To assist the Cluster Commercial Director with accuracy of catering revenue forecasting with most updated market information.
- To upsell confirmed groups and events with higher menu and other auxiliary revenues to help surpass catering budget.
ADMINISTRATIVE:
- To actively contribute to the Department’s financial and administrative activities to ensure that yearly catering revenue budgets are surpassed.
- To prepare accurate administration reports submitted on time to the Cluster Commercial Director.
- To use properly Opera Sales and Catering System for maximum performance.
PERSONAL ATTRIBUTES
- Good understanding of luxury market
- Good understanding of all hotel departments
- Knowledge of sales skills and revenue management
- Working knowledge of Opera, Word, Excel, Meeting Matrix and PM systems.
- Good understanding of all hotel departments particularly housekeeping, front office, banquets and kitchen
- Must have strong interpersonal skills with attention to details
- Strong written and verbal communication skills
- Strategic thinking combined with the ability to move strategy to action
- Problem solving skills
- Self-motivated, creative and confident, with a highly energetic personality
- Creative, independent and manages stress gracefully
- Ability to meet deadlines consistently
- Pro-active and taking initiative
- Must be organized and ability to work and follow systems and procedures
- Must be adaptable to change of strategy, ideas, systems etc.
- Must be guest service oriented
- Proficiency in organizational planning with the ability to multi-task
Recommended:
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- Minimum 2 years experience in a catering, events, conference sales position, preferably at an international 5 star hotel
- Degree / Diploma in Hotel Management / Business Administration
- Strong knowledge of Opera Sales & Catering & Microsoft Office
- Understands the local culture and have worked in the region
- Fluency in English, written and spoken
- Fluency in Arabic, written & spoken is an advantage
