Summary of Responsibilities :
Reporting to the Director Group & Events Sales, responsibilities and essential job functions include but are not limited to the following :
Organise / disseminate information to all departments through e-mails, memos, event orders, directives, resumes and rooming list in a professional and timely manner.
Build creative menus, mindful of food costs, labour cost and kitchen capabilities.
Confirm electrical, Internet, telecommunications, audio-visual and exhibit requirements based on discussions with the client.
Create floor plans for the best use of space for each event and to ensure banquet and client are in agreement prior to set up.
Obtain guarantees of food and beverage events for Banquets and Kitchen. Must advise if any great deviation in number occurs, so labour and food cost can be controlled.
Reconfirm and adhere to all details in Sales Contract, to include, but not limited to the following :
Room Cut Off Dates
Rooming List Due Dates
Responsible for sufficiently washing’ room block and food and beverage covers in order to ensure a more accurate forecast.
Follow billing instructions in line with hotel policies.
Yield bedroom and meeting space daily to ensure optimum potential through the use of Opera Sales and Catering and PMS systems.
Conduct pre-conference meetings to ensure key departments are fully aware of relevant details pertaining to group upon their near arrival.
Conduct and / or attend daily meeting to review event contracts to ensure last minute changes are communicated with Banquets, Kitchen and Stewarding.
Fully knowledgeable of (and in adherence to) liquor and fire and safety laws and regulations.
Fully aware of any industry trends.
Attend weekly / monthly departmental communication meetings, also sales and operations meetings as required.
Attend the post conference follow up, conducted by the Sales Manager, to address strengths and weaknesses of an event while soliciting return business.
Establish good business and social relationships with the industry and participate in activities related to public relations to further increase sales leads for the department as well as the hotel.
Responsible for following the guidelines / deadlines as detailed in the Conference Services and Catering checklist
1-3 years experience in the Hospitality Industry.
Outstanding communication skills, both written & verbal.
A confident & dynamic speaker, able to communicate and interact effectively with all levels of an organization.
Enthusiastic and positive personality with the ability to build trusting relationships with others.
Proven organizational skills, works well on their own. Able to set and meet deadlines with quality results.
Applicable job related skills as per Accountable Duties.
Minimum of two years of administrative experience preferred
Excellent customer service skills, superior interpersonal skills, results-oriented and highly self-motivated
Able to multi-task and work under pressure
Knowledge of meeting space capacities pertaining to health and safety procedures and terminology of meeting room set ups
Food and beverage knowledge is an asset
Good understanding of all hotel departments, particularly housekeeping, front office, banquets and kitchen
Working knowledge of Word, Excel, PowerPoint and Outlook
Knowledge of S&C is an asset
Strong written and verbal communication skills
Visa Requirements :
Must be legally eligible to work in the UK. The hotel is unable to assist candidates in obtaining UK work authorization.