Meetings & Events Executive, Brand
Rate of Pay / Hours Type of ContractLocation
To maximize Meetings & Events revenue performance, meeting room occupancy and achieve budgets. To handle and manage inbound enquiries, contract events business and ensure the smooth planning and implementation of events with appropriate documentation
Key Objectives
1. To manage meeting, private event and wedding enquiries. If part of a cluster you must ensure business is negotiated for the hotel that is deemed to be most suited for that opportunity and in line with their business needs
2. To drive occupancy and revenue from the meetings and events spaces within the hotel, in line with budget expectations
3. To drive catering revenues in all areas within the hotel
4. To work according to the SOPs within the brand, ensuring adoption of best practice
5. Creation of clear event documentation and ensure the smooth running of events
6. To support the Regional M&E Manager and/or M&E Manager with activities and needs, to optimise relationships and revenue production
7. To support the conversion of group enquiries via the CSO
8. To support the weekly M&E forecast by creating business blocks to the required standard and with accurate revenue forecasts for each block
9. To achieve annual and quarterly KRAs, revenue targets and hotel budgets
10. To develop and maintain the respect of guests, staff and management
Key Areas Of Responsibility
Finance:
11. To ensure the M&E operations meets and exceeds budgeted targets
12. To ensure the postings of events are correctly allocated to the correct segment
13. To ensure deposits and prepayments for events are collected in a timely manner
14. To ensure that all post master accounts are settled prior to departure
Service & Product:
15. Handle all enquiries to a high level including telephone calls, RFP via third party sites, direct emails and leads from brand.com
16. Handle all enquiries linked to meetings, private dining and weddings
17. Manage and handle enquires via third party sites and keeping profiles up to date including but not limited to, Venue Directory, C-Vent, ABC.com, Starcite, Tag Venues etc
18. Liaising with customers prior to arrival to ensure all details are relevant and correct
19. To ensure function sheets are created and details checked with the customer and amendments are made
20. To attend the weekly operations meeting and update the hotel on the forthcoming weeks events
21. To ensure that the meeting rooms are set-up to the guest requirements, taking into account equipment, room layout, food and beverage requirement, and health and safety
22. To ensure all menus are current and loaded into Opera Sales and Catering to ensure content is accurate and relevant.
23. To be a point of contact for M&E clients prior to and post event, to ensure satisfaction and support securing future business opportunities
24. To maintain levels of service that consistently exceeds the expectations of our guests
25. To ensure the ambience, cleanliness and styling of the department is maintained at all times
26. To work to the standard operating procedures at all times in booking events through the S&C section of the PMS
27. Ensure prompt turnaround in responses to client and adhere to timelines specified according to existing service level agreements specified at the time of enquiry
28. To ensure that all calls and enquiries into the department are taken and processed in accordance with the company standards and call handling criteria
29. To increase enquiries from clients, by asking for further opportunities during conversations, focusing on the cluster and estate wide
30. Communicate details of requests with large revenue opportunities to the Cluster Meetings and Events Manager and agree follow up plans
31. Maintain a high quality of data entry in the systems used, both manually and online
32. Maintain a high level of product knowledge at all time
33. Assist in any projects as/when required by the General Manager
34. Performs all duties in a timely and effective manner in accordance with established company policies in order to achieve the objective of the position
35. To undertake other reasonable duties that fall within the parameters of the role
People:
36. Develop close working relationships with all departments to ensure guest expectations are met
37. To develop strong working relationships with guests within the hotel(s), in order to maximise sales opportunities and generate repeat business and new business across both brands
38. To actively sell the hotel(s) through conducting site inspections and participating in PR events as required
Personal Responsibilities:
Self-management:
39. Sets high standards of performance in all areas
40. Methodically plans and organises, using a systematic approach to get things done
41. Manages time and resources effectively
42. Prioritizes actions and manages tasks through to completion in a timely manner
43. Actively seeks opportunities to develop and learn from experience
Communication & Leadership Skills:
44. Communicates openly and clearly both verbally and in writing
45. Pitches information at the appropriate level
46. Listens to the needs of others before contributing
47. Raises conflicts and complaints to the Cluster Meetings and Events Manager
Problem Solving & Decision Making:
48. Seeks innovative solutions
49. Makes conscious decisions to go for action
50. Accepts personal responsibility to make things happen
51. Constantly reviews in order to improve
Pro-activity:
52. Acts on own initiative where appropriate
53. Discusses calculated risks with others in the hope to achieve results
54. Thinks ahead, developing contingency plans where necessary
55. Has the drive and determination to improve
56. Contributes and is effective when working with team members and peers alike
Influencing Skills:
57. Expresses confidence in own ideas
58. Gains commitment to action from a range of people through the internal network
Flexibility:
59. Acts quickly and positively to new situations
60. Can handle more than one task at a time
Commercial Awareness:
61. Understand core commercial aspects relating to both brands
62. Keeps up to date with industry developments locally
63. Understands and carries out key commercial messages which are issued
General Responsibilities:
64. To adhere to all the policies and procedures within our staff handbook PERFECT10N
65. To attend meetings and training as required, to include travel away from home and overnight stays as necessary
66. To evaluate your performance on a regular basis in order to recognise challenges for the future and adapt priorities accordingly
67. To provide performance data and reports in a timely and accurate manner
68. To maintain reports and systems with current information, cleansing for errors, duplicates and ensure records are kept up to date
69. To perform all duties in a timely, professional and efficient manner in accordance with established company policies
70. To do all within your power to achieve the overall objectives of this position, the hotel(s) and the company
71. To undertake any reasonable requests made of you by the company, including flexibility in hours, location and responsibilities
72. To develop and maintain favourable working relationships with all employees, to foster and promote a co-operative and harmonious working environment, which will be conducive to maximum employee morale, productivity, efficiency and effectiveness
73. Project a professional image, reflective of our brands. Act as an ambassador to promote both Malmaison and Hotel du Vin as market leaders, growing our recognition and reputation
Security, Health & Safety:
74. Ensure all Health & Safety Regulations are adhered to, to safeguard all of our guests and employees
75. Take corrective action where required to improve safety of work areas
76. Ensure that all potential and real hazards are removed
77. Fully understand the fire, emergency and bomb procedures in your place(s) of work
78. Work in a safe manner that does not harm or injure yourself or others
79. Ensure that the highest standards of personal hygiene, dress, appearance, body language and conduct are maintained at all times
80. Maintain your own working area and materials remain clean, tidy and in good shape; reporting any defective materials and equipment to the appropriate person within the company in a timely manner